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Document Imaging Clerk

Company: Reid Health
Location: Richmond
Posted on: September 23, 2022

Job Description:

Responsible for ensuring receipt of all inpatient, outpatient, and emergency department patient records. Responsible for preparing records for scanning by utilizing appropriate prepping procedures. Responsible for accurately scanning and indexing medical record documents to facilitate their accurate location for patient care, administrative functions, medicolegal activities, and research. Responsible for scanning medical record loose material into the appropriate patient encounters and/or document types. Responsible for processing medical record information and release of information requests needed for continuation of care. Responsible for outpatient registrations of community and employer health fair related admissions. Responsible for phone coverage within the HIM Department as needed. This position will also perform other duties as assigned.

  • Confirms the patient name, medical record number, and account number on every page of the medical record.
  • Examines non-barcoded documents, determines the appropriate document type, inserts "DIP" pages as needed, otherwise the document will be misfiled within the electronic medical record potentially compromising direct patient care.
  • Identifies outside vendor barcodes and corrects applicable pages to ensure proper indexing, otherwise documents will be rejected and unavailable in the electronic medical record potentially compromising the direct patient care.
  • Examines the quality of each page and stamps illegible documents with the words ("Poor Quality Original").
  • Ensures that all pages are in the same order and proper orientation. Revises nonstandard documents i.e. tape small paper or Post-Its onto letter sized white paper.
  • Repairs forms as needed, such as torn, wrinkled, folded, and dog-eared pages. Removes staples and paperclips.
  • Identifies and separates multi-part forms and keeps original. Separates and sequences perforated forms for scanning process.
  • Determines appropriate organization of batch to support maximum productivity of scanning and indexing processes.
  • Indexes the image appropriately by selecting the correct patient encounter or document type.
  • Performs daily maintenance of the scanner and calibrates the scanner for proper image quality.
  • Load batches into the scanner and visually monitors the batches on the viewer. Verifies image quality and barcode recognition during the scanning process.
  • Determines the need to stop or continue the processing of the batch. Acknowledges paper jams, rectifies problems, corrects batch and starts the scanning process at the proper location.
  • Reorganizes the batch after scanning and prepares it for the QA process.
  • Responsible for chart retrieval from nursing units and Emergency Department daily. Also responsible for chart retrieval from other clinical areas as needed.
  • Provides phone coverage for HIM Department as assigned.
  • Provides Release of Information functions during off shifts, holidays, and weekends for Continuation of Care requests that cannot wait until the next business day.
  • Maintains record storage areas so folder and/or boxes are neat, orderly, and accessible for QA prior to archival/destruction.
  • Monitors dictation system for stat reports and/or specifically requested reports and then assigns as priorities to ensure turn around times for all dictation is met during off shifts, holidays, and weekends. Also communicates with on duty transcriptionist via phone as needed for other transcription related issues.
  • Assigns downtime Medical Record Numbers during scheduled and unscheduled downtimes of the Patient Management System and as requested by Lab for non-registered reference lab specimens.
  • Accurately collects daily all necessary productivity information for work performed and hours worked.
  • Participates in department and hospital QA & I program.
  • Maintains neat organized work area with adequate supplies.
  • Follows hospital and department policies and procedures.
  • Attends or reviews information pertaining to department meetings and inservice programs.
  • Perform other duties as assigned. Qualifications
    Experience Preferred: One to two years clerical experience in a health information management department or other healthcare related clerical setting.

    Other Requirements:
    • Must demonstrate the ability to be detail-oriented and perform tasks at a high rate of accuracy.
    • Must possess good verbal, written, and computer communication skills.
    • Working knowledge of Microsoft Applications to include but not limited to Excel, Outlook, and Word.
    • Working knowledge of computer keyboard and other office machines. Schedule DetailsEvening Shift. 40 hours weekly. 11:30am-8pm, rotating weekends and holidays

Keywords: Reid Health, Dayton , Document Imaging Clerk, Other , Richmond, Ohio

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