HIM Indexing & Quality Specialist Lead

Job Description Summary

Under the direction of the HIM Management Team, the HIM (Medical Records) Indexing and Quality Specialist Lead is responsible for assessing the quality, legibility and completeness of documentation received for scanning and indexing. Oversees the daily workflows in regard to scanning, indexing and performs qualitative audits for accuracy. Assessing workload and delegating tasks to all scanning team members. Responsible for providing training and education to staff. Collaborates with customers, answers questions and works with various departments on resolving noted issues. Assists the HIM Management Team with rolling out new initiatives. Ensures scanning turnaround time standards are met for the record to be complete in the Electronic Health Record.

Job Description

ESSENTIAL FUNCTIONS

1.    Responsible for the oversight and quality review of the scanning process from the acquisition of documentation though electronic delivery, portal retrieval, in-coming mail and email. Review and categorization, preparation and scanning of medical information into the EMR for patient care, treatment decisions, safety and regulatory requirements. Ensuring HIM meets quality and accuracy as well as expected turn-around time, productivity and department standards.

2.    Provides oversight and management of the electronic fax system, scanning and indexing software, and proper and accurate indexing of documents into the EMR. 

3.    Provides quality review of the documentation to ensure legibility, accuracy, and completeness & identify trends.  Investigates issues, performs electronic document corrections, problem solves and communicates all findings with the medical record, workflows or equipment to HIM management in a timely manner. 

4.    Responsible for maintaining workflows pertaining to document preparation, scanning, indexing, transferred records and Faxcom. 

5.    Proficiency with encounter and order creation for the management of health maintenance documentation to be accurately reflected in the electronic health record for clinical follow up and quality reporting.

6.    Oversee and maintain scanning stats and data as it applies to documentation, productivity or errors incurred by staff. 

7.    Responsible for new employee orientation, training and ongoing education for all HIM Indexing and Quality Measurement workflows. 

8.    Communicates issues/concerns to department leaders, revises workflows and educates/trains the team, as required for accurate scanning processes.

9.    Provides administrative duties including, but not limited to, project management and identifying process improvements when possible.

10.    Manage incoming phone calls/voicemails/emails, scanning inquiries and incoming new patient record receipt validation.

11.    Responsible for oversight of maintaining and cleaning office equipment as required. Ensures routine maintenance is completed as well as education to staff regarding proper use and daily cleaning of equipment.

12.    Oversees and assists to ensure downtime workflows are being adhered to by the team.  Acknowledgment and understanding of computer downtime process. Acknowledgement and understanding HIM employees are essential and may be required to report as deemed necessary in coordination with management team. Adheres to downtime Policies/Procedures. 

13.    Manage incoming downtime recovery clinical documentation for scanning. Ensure timely scanning of documents and entry of data. Responsible for collection of billing tickets and routing to Professional Billing. Returning any received documentation requiring manual entry by clinical staff to the appropriate departments.

14.    Collaborates with SSHS Information Technology team to resolve issues that may arise.  

15.    Performs Audits and assists HIM Management Team with new initiatives.

16.    Attends and participates in meetings/conference calls as required. 

17.    Assists with additional work duties or responsibilities as assigned.

JOB REQUIREMENTS

Minimum Education -

High school diploma or equivalent

College Degree preferred

AHIMA Credentialed RHIA/RHIT, preferred

Minimum Work Experience

RHIT preferred or two-year college degree with of 2 years years experience working in the Health Information Management field or related healthcare experience.

Requires a general knowledge of EMR Systems, Scanning / Faxing Software and applications, medical terminology and knowledge of HIPAA. Maintains confidentiality, privacy and security of all patient health information according to federal and state rules and regulations
Experience with scanning preferred

Required additional Knowledge and Abilities

Ability to efficiently manage assignments and prioritize tasks.  Demonstrates sound judgment and reasoning skills.
Must be self-motivated, proactive in communicating progress and issues and task completion in a timely manner.

Demonstrates a commitment to deliver exceptional customer service and has the ability to clearly communicate.

Detailed oriented.

Proficiency with computers, Electronic Medical Record Systems and Portals (EMR’s) and Microsoft office (Excel, Word, Power Point & Outlook) and Adobe Pro and Scanning Software Technology.

Ability to travel to various SSHS facilities as needed

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