HIM Specialist at Swope Health Services

Position Summary:

The Health Information Specialist performs a variety of tasks associated with the collecting, analyzing and indexing of patient care documentation in the medical record Application of knowledge includes the process to store, retrieve, review, analyze, and process health-related information. The incumbent in this position is required to be well versed with varying State, Federal, regulatory and accreditation requirements. Incumbents must document HIM activities following applicable guidelines and regulations. The incumbent may work closely with both internal and external customers including clinicians, staff, vendors and patients. The Health Information Specialist is responsible for all functions of the Health Information Processing Specialist along with additional complex operations including indexing of all documents received electronically, obtaining documentation from third party portals and communicating with third party vendors, reviewing reports and completing basic document corrections. 

The incumbent will work with newer staff and assist with training and basic auditing functions. The incumbent will be self­ motivated and prioritize work tasks among various work queues based on HIM turnaround times and established priorities. In addition to Document Imaging, the incumbent is responsible for answering & routing incoming calls, distributing daily work assignments and updating logs along with assisting with all paper chart processes. The incumbent routinely provides telephone and personal assistance to internal and external customers. The Health Information Specialist must consistently demonstrate superior people and customer service skills and a commitment to the unique needs and requirements of a multi-national staff of professional caregivers and patients.

Primary Functions: 

Medical Files - Document Imaging Sorting, Prepping, Scanning and Indexing
• Utilizes Health Link, OnBase and PACs to locate identifiers and process documents.
• Prep paper documents for scanning according to guidelines.
• Perform daily scanner maintenance and perform basic mechanical troubleshooting.
• Review documentation in OnBase/Healthlink or PACs to determine all information is present and correct the document type, descriptor, encounter number or order number. Index the document in the appropriate system using advanced settings to ensure high quality images and validate it is viewable
• Review for duplicates using "OnBase workflow", move documentation, pull, drag, drop and delete as necessary to ensure the best image quality.
• Monitor and prioritize scan queues work based on departmental guidelines
• Log all work in database tracking system and communicate any issues with the management team
• Identify errors within the systems and facilitate corrections including completing basic corrections
• Review scanned and indexed documents for quality through Self-QA to ensure accuracy and image quality.
• Assist with QA of basic level indexing and communicate results with the management team
• Retrieve documentation from third party portals; communicate with third party vendors as necessary to ensure complete and accurate document retrieval

Medical Files - Distribution and Paper charts: 

• Review reports and complete work processes associated with each report.
• Travel to CSC to deliver and pick up documents, charts and other patient care media.
• Sort and distribute incoming and outgoing mail, charts and documents. Deliver and pick up documents within the building.
• Assist the storage liaison with trouble shooting chart locations, reviewing and rectifying returns from storage vendor and ensuring chart information is accurate within Healthlink, Versatile and IM connect
• Assist in ordering, maintenance; check out, delivery and return of paper charts using Health Link, Versatile and Iron Mountain Connect.

Customer Service:
• Provide assistance and direction to all callers and visitors by explaining H.I.M. and Release of Information procedures while providing exceptional customer service.
• Monitor assigned voice mail, in-basket and email boxes. Work requests received in email and in-basket in a timely manner.
• Assist end users in record retrieval and review in the Research Room as necessary
• Process internal/external telephonic and printed requests for electronic and paper medical records. Locate and arrange delivery of the medical record to the requester. Coordinate off site medical record retrieval as needed.
Administrative
• Respond to after hour telephonic, in-basket, e-mail and fax requests for medical information needed to facilitate direct patient care, utilizing the paper and electronic record.
• Participate in after hour on-call to provide stat record retrieval and indexing services.
• Actively participate in training sessions and help new staff to learn. Assist in reviewing and updating training materials.
• Provide Manager/Supervisor with suggestions for improvement, destination station updates, fully complete logs and departmental documentation
• Actively participate in process improvement, engagement, department, staff and other work meetings/teams.
• Submit and track Service Now tickets as needed to maintain optimal system processing
• Maintain knowledge of and adhere to all HIPPA, confidentiality and compliance regulations, rules, guidelines, policies and procedures.
• Independently organize and prioritize time to provide full medical record availability to customers and complete all related tasks.

Education Requirements:

General Equivalency Diploma (GED)- Minimum 

*High School Diploma Preferred
Experience & Qualifications

• Knowledge of indices and filing systems necessary to file, store, and retrieve information from paper and electronic record systems preferred (terminal digit filing preferred) 

• Completion of basic training as a Health Information Specialist -Associate while maintaining minimum quality and
productivity expectations
• Ability to examine the record and verify patient identification
• Ability to examine a document and determine its proper placement within the paper or electronic record
• Knowledge of standard medical terminology, basic human anatomy and medical record format, content and medical documentation order preferred.
• Detail orientated and ability to be self-motivated to prioritize and make decisions to complete duties in a timely manner.
• Ability to work under pressure of deadlines. • Excellent interpersonal communication and team skills in a complex organizational setting.
• Excellent internal and external customer service skills with the ability to remain calm, be patient and respond professionally to all requests
• Excellent verbal and written communication skills
• One year of Health Care, Insurance, or Administrative Support related experience required. Education in Health Information Management, Health Care Sciences or other four-year degree may be substituted for years of experience Quality Improvement and Policy Documentation

Swope Health Services supports its team members with:
• Medical benefits (including a Health Savings Account option), dental and vision
• 401(k) retirement plan with company match
• Company-paid benefits such as life insurance, Accidental Death & Dismemberment, and Short- and Long-Term Disability
• Flexible Spending Account
• Paid Days Off beginning at 12 days annually, effective the first day of employment
• Nine annual company-paid holidays; One annual paid personal day.

About Swope Health Services:
Each year, Swope Health serves over 45,000 patients, encompassing more than 200,000 visits in four counties on both sides of the state line. Our team members are proud of the work we do and the promise we've made – delivering coordinated care that values the needs of the whole person and championing better health in our community.
Swope Health is a special place that cares for the people who need it most, wherever they are in the community. As part of our promise to battle health inequities and provide high-quality, comprehensive care, we make care visible. That means we proudly deliver our promise through every action, every day.