Document Imaging Tech II

New Haven, CT
Nov 6, 2018

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Job Description

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values-integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.
EEO/AA/Disability/Veteran
Summary:
The HIM Document Imaging Technician II works as part of a team to ensure that all documents are collected, prepped, scanned, and indexed accurately into the electronic medical record in a timely manner.
Responsibilities:
  • 1. Accurately prepares patient documentation for batch scanning into electronic record system.
  • 1.1. Prepares patient documentation for scanning according to the date of discharge, or other criteria communicated by department leaders.
  • 1.2. Ensures accurate patient identifying information is present on each document.
  • 1.3. Assembles patient documents according to HIM department procedures, ensuring documents of the same type are in chronological order.
  • 1.4. Preps documents in a manner supporting image quality, including removing staples and clips, unfolding, separating multipart or perforated documents, and mounting loose or under-sized documents.
  • 1.5. Utilizes appropriate resources to determine when a document should be excluded from a prepped batch.
  • 1.6. Maintains competency and meets minimum productivity standards for document prpe as established by HIM department policy.
  • 2. Scans documents into electronic document management system using a batch scanner.
  • 2.1. Operates batch management software and batch scanner.
  • 2.2. Performs scanner maintenance and cleaning according to established frequency and protocol. Escalates software or equipment problems as appropriate to IS and HIM department leader.
  • 2.3. Examines quality of each image and performs appropriate corrective actions as necessary to comply with HIM department standards, including deleting skewed or poor quality images and inserting re-scanned documents into electronic batch.
  • 2.4. Maintains competency and meets minimum productivity standards for batch scanning process as established by HIM department policy.
  • 3. Indexes documents into electronic document management system from electronic work queue.
  • 3.1. Monitors work queues to ensure established turnaround times are met for all priority work types including STAT, ED, and HIMSS24.
  • 3.2. Selects batches for indexing according to work type and discharge date.
  • 3.3. Identifies documents which are inappropriately routed through STAT and/or HIMSS Level 7 priority queues and/or sent with missing identifiers. Provides feedback to Clinical area and/or Document Imaging leadership as appropriate.
  • 3.4. Accurately selects the appropriate patient, CSN, and document type.
  • 3.5. Utilizes appropriate resources to troubleshoot unfamiliar or improperly identified documents.
  • 3.6. Splits documents as necessary and removes blank or poor quality images from batch; designating re-scans according to established HIM procedures.
  • 3.7. Maintains competency and meets minimum productivity standards for indexing process as established by HIM department policy.
  • 4. Maintains competency in navigating electronic patient record system to perform random or meticulous QA duties.
  • 4.1. Performs 100% quality review of decentralized scanned documents for newly designated point of sevice scanning locations and ongoing quality review as assigned.
  • 4.2. Any discrepancies to quality review procedures should be reported to the Document Imaging Quality Assurance Specialist for resolution.
  • 5. Rotates to cover HIM document collection or courier duties as necessary to maintain efficient department operations.
  • 6. Consistently monitors email for department updates and instructions from HIM leaders.
  • 7. Answers department telephone with a courteous greeting, directs callers to appropriate party, and takes accurate, complete messages.
  • 8. Adapts to daily changes in workflow and independently rotates between tasks to support teamwork and department productivity goals.
  • 9. Attends mandatory HIM department and work team meetings.
  • 10. Completes annual mandatory in-person training or healthstream modules on time.
  • 11. Adheres to Time & Attendance policy.
  • 12. Demonstrates flexibility to work any shift, weekends, and holidays to meet HIM department workflow needs.
    Other information:

    EDUCATION:

    High school graduate or equivalent; Associates Degree preferred; or formalized medical record technician training preferred.

    EXPERIENCE:

    Minimum of one (1) year experience in electronic medical record environment or related activities involving production work, use of computer and familiarity with health information management.

    SPECIAL_SKILLS:

    Thorough knowledge of legal medical record requirements, medical record forms and content. Ability to use peripheral equipment such as bar code scanners, printers, fax machine, photocopier and scanner. Strong computer skills, including knowledge of EPIC and document management systems preferred. Ability to function professionally with co-workers and staff from other departments and vendors as needed .Excellent verbal and written communication skills. Ability to efficiently organize, multi-task and prioritize work. Ability to learn new tasks quickly and flexibility to adjust to changing environment.
    ACCOUNTABILITY:

    Position is held accountable for the timely and accurate preparation, scanning, indexing, and overall quality of scanned medical record documents, which become a permanent part of the electronic medical record. Inherent responsibility to practice and promote good customer relations acting as a representative of the department.
    COMPLEXITY:

    Requires great organization skills, ability to focus on details and adapt to change, and multi task in fast-paced, production environment.
    PHYSICAL_DEMAND:

    In order to fulfill Collection duties: Must be physically capable of walking distances, lifting, bending, and pushing of heavy carts filled with medical records. In order to fulfill Courier duties: Must possess a valid driver license and be able to drive departmental vehicle. Must be able to fill gas tanks of vehicle.

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    Job Info

    Job: 2921

    Department: HIM DOC Imaging
    Category: Him/med Records
    Shift: WEEKEND NIGHTS
    Hours: 24.00

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