1. Reviews and maintains all patients’ medical records.
- Making daily rounds - pick up records from Inpatient and Outpatient areas
- Ensure that all discharged records are accounted for
- Scan and index documents into patient’s medical chart in a systematic order. Ensure that each section of the EMR is maintained in a neat, organized, readable format. This should be done within 24-48 hours of receipt in the HIM department
- Ensure the process of accurate scanning and archiving as outlined in daily work routine
- Accurate index entry and verification of the correct naming convention format
- Inspect scanning equipment and report supplies/parts needed for maintenance
- Verify correct patient, correct account and proper document type
- Determine any corrections that are needed, included but not limited to proper rearrangement, relocation of incorrectly filed documents and replacement of documents deemed to be of unacceptable quality
- Privacy/Security-ensures that the information stored in a health record is protected from unauthorized alteration, damage and loss.
2. HIM staff is responsible for completing requests from the following requestors: government agencies, insurance carriers, other providers, patients (personal representatives), and attorneys.
- Assist with incoming mail sorting and delivery within the HIM department
- Ensure that all release of information requests are in compliance with federal, HIPAA and State regulatory requirements
- Fax all record requests to appropriate facility
- Review each authorization for completeness using 10 point verification process
- May charge and collect costs incurred when releasing patient information, such as copying, postage, etc
- Follow policy responding to subpoenas and court orders
3. Coordinates storage of all medical records.
- Maintain control over records and information throughout their entire process while in medical records
- Recall archived records from off-site storage vendor per provider or ROI vendor requests
- Communicate with external vendor in a positive, proactive and responsive manner
- Maintain records in compliance with the latest record retention and destruction requirements
- Monitor the number of record requests received
- Communicate retrieval issues from off-site vendors
- Utilize online web portal from off-site vendors
- Monitor shred container utilization in assigned area
4. Performs other duties as assigned.