HIM Document Imaging Coordinator - HIM Operations - Full Time - Days

Reporting Relationships/Supervisory Responsibilities

The Document Imaging Coordinator reports to the Supervisor, HIM and has no direct reports.

Position Summary

The HIM Document Imaging Coordinator ensures all patient health information is accurately stored in the electronic medical record imaging system. This includes transporting, prepping and quality checking paper documentation for scanning and indexing into the electronic medical record and may also include completing data integrity validation and correction requiring proficiency in multiple software applications, and ultimately preserving the integrity of the health record. Other responsibilities include reviewing documents sent to HIM for processing to ensure they are current and following standard guidelines for forms management. HIM Document Imaging Coordinator sorts/process all incoming mail for requests of information and ensures requests are uploaded according to HIPAA requirements. Promotes positive customer relations through prompt and courteous service in this fast-paced, high volume and customer-focused environment. Local travel between facilities is required.

Accountabilities

*All duties listed below are essential unless noted otherwise*

• Retrieve patient information in support of patient care, ensuring prompt service at all times. Ensure each medical record document is correctly identified and labeled with the patient’s name, medical record number and account number; take action when the information is not correct.
• Remains current with HIPAA privacy policies and procedures as they pertain to information contained in the medical record. Logs requests, request status and information released into the electronic Release of Information system and as necessary, any other secondary systems.
• Prepares documents for conversion, verifying that all documents contain the accurate patient identifiers, taking action when the information is not correct.
• Utilize scanning equipment to convert documents into the Electronic Health Record including the calibration and cleaning of the scanning equipment, correction of double feeds and poor images, operate all aspects of scanning software application, and joined with the quality processing of items through the scanning process.
• Electronically index documents in the imaging system while conducting a quality and accuracy process. Makes corrections at the time of indexing or reporting any issues to limit risk of data integrity concerns.
• Perform and monitor QA process for all documents scanned on the front end, meeting established quality and productivity standards. Utilizing EHR tools, reports all discrepancies to ensure corrections are made and integrity of the record is accurate.
• Reviews all documents scanned to the LMR and verifies that they are following standard guidelines. Reports any form issues, including bar code integrity, standardization, and content. This includes recognition and reporting of new or unapproved forms and documents.
• Prepare scanned documents and other department records for off-site storage vendor ensuring that boxes are correctly labeled according to policy and procedure. Maintains record storage areas so the folders and/or boxes are neat, orderly, and accessible.
• Performs all other duties as assigned.