HIMS Operations Specialist I - PRN

Position Summary

Under the supervision of the Health Information Management Services (HIMS) Manager and/or Supervisor and the overall supervision of the Director of HIMS, the Regional HIMS Operations Specialist I demonstrates a commitment to excellence in patient and staff relations.  As a member of the HIMS team, the Regional HIMS Operations Specialist I performs specialized health information activities necessary to organize, maintain, and use electronic health records. The Regional HIMS Operations Specialist I prepares records for Release of Information, accurately preps/scans/QA charts, performs necessary duties for Vital Records, resolves any patient identity issues, and prepares deficiency/delinquency lists for physicians.  The Regional HIMS Operations Specialists I is required to perform and complete any additional duties associated with the HIMS department in a quality, effective manner and assist the HIMS Manager and/or Supervisor as needed.  In addition, may be requested to complete special projects, run reports, etc.

Responsibilities

Release of Information

Answers incoming phone calls and transfers phone calls as appropriate. Cordially greets and assists all walk-ins and monitors the traffic of all individuals entering HIMS.

Model OSHA requirements for COVID procedures and ensure all patients are adhering. 
Responsible for sorting incoming mail into the department. All requests for records are stamped with date received. 

Responsible for the coordination and processing of release of Patient Health Information (PHI), including reviews to all requesters such as patients, physicians, other health care providers, insurance companies and attorneys via the ROI module within EPIC.

Verifies authorizations and prepares records, documents items released, in accordance with hospital policy and state and federal laws. Contacts Risk Management as needed to ensure proper authorization.

Processes Regulatory requests when received from the Office of Audit and Compliance.

Completes requests for medical record information to the ECU Health Central Billing Office (CBO).

Converts electronic and paper records to pdf format within specified time constraints. Able to efficiently work in Adobe Pro Software to create specified format from requestor (i.e. create index, number pages, combine pdfs, etc.)  Coordinates review of chart with clinical nurse managers to ensure all documentation is included. 

Responsible for maintaining security and confidentiality regulations for record access and review.  Consults Manager of any unusual requests.

Prepares all requests for information within established productivity standards and within an acceptable turnaround time.  

Coordinate, identify and assign release of information jobs to be processed by Ciox's current ROI vendor.

Locates and delivers information that is not available via the EHR.

Uses departmental scripts and/or guidelines to effectively communicate with outside contacts, other departments, coworkers, and students in person and over the phone.

Assist with audits as requested by the HIMS manager.

Follows policies and procedures for subpoenas, court orders and Behavioral Health and/or Psych requests.

Work ROI WQs in EHR daily. May assist in special ROI WQs to help with backlog. 

Assists patients in Patient Portal. Facilitates MyChart Proxy access.

Imaging

Maintain the integrity of the current Imaging system with super user knowledge and general understanding of workflows between OnBase and EPIC. 

Responsible for knowing how to prep, scan, index and QA any record type according to the appropriate policy/procedure.

Must be familiar and able to work the Record Corrections WQs in EPIC. 

Must be able to perform general scanner maintenance and ensure there are no quality issues.

Abides by the Approved Corporate QA policy. 

Timely completion and document management to include the capture of health records in an electronic format.

Ensures that copies of Advance Directives are scanned to the appropriate patient.

Assist HIMS Manager with Concurrent Scanning audits and rounds on units.  Provide education and feedback to the units and nurse managers. 

Work in the Concurrent Scanning (MFD) WQs daily to ensure all documentation is indexed to EHR within specified time frames to meet HIMSS Stage 7 requirements. 
Assist other VH entities as needed to keep WQs timely. 

Chart Completion

Comprehend internal requirements related to health record documentation and completion, Medical Staff Bylaws, Rules and Regulations, organization-wide functions, and policies and procedures.

Maintains follow-up on records if they are not received after discharge.

Assists with maintaining and providing support for unlocked workstations to complete Pended Notes.

Perform analysis of Inpatient, Outpatient, Rehab, Emergency Department and Behavioral Health medical records via the imaging system.

Reviews the medical record for all required documents and signatures according to regulatory standards depending on record type.

Deficiencies are assigned via EPIC.  The team member must be able to identify the appropriate physician to assign the deficiency based on documentation available in the medical record.

Staff analyzing records must check for inappropriate documentation, obliterations, errors in documentation and other medico-legal issues and reports those to HIM Leadership, Risk Management or Legal Affairs as appropriate.

Provides Coding Support for locating missing documentation and ensure timely completion of deficiencies. 

Vital Records

Prepares birth certificates by retrieving Birth Delivery Notification sheets from Labor/Delivery, recording infants' names in EPIC, interviewing mothers to obtain information.  Inputs the birth certificate information electronically and obtains signatures as required. 

Submits completed birth and fetal death certificates to Vital Records in Raleigh and the local Health Department within the NC state required time frame.

Maintains notary status to complete affidavit as needed. 

Updates baby's legal name in EPIC.

Deficiency Tracking

Illustrate deficiency management to assure compliance with federal and state regulatory and accrediting body requirements for health record content. 

Works closely with physicians to ensure that all medical records are completed within 30 days or established time frame for each document type. 

Prepares and sends out weekly list of all providers having incomplete records.

Assists physicians with chart completion issues when needed. 

Completes provider suspension list and notifies the provider and/or Medical Staff Support.
 
Maintains required standards for number of records analyzed per shift as well as established quality standards.

Identity

Maintains Master Patient Index (MPI)

Corrects duplicate medical record numbers quickly and accurately as defined in the Correction of Duplicate Numbers procedure. 

Corrects all patient overlay events as defined in departmental policies.

Corrects all Unknown Patient events as defined in departmental policies. 

Mark record as Known Not Duplicate after research has been done.

Responsible for Mark for Merge process.

May participate in the HIMS User Group to discuss merges and/or any contact moves.
Maintains Identity WQs daily within EPIC & utilize Chart Correction tools within EPIC for any corrections.

May assist in Patient Record Amendment process and Adoption cases to ensure record is accurate and complete.

Students

Work with Allied Health students in projects/oversight as assigned. 

Quality Control

Participates in data collection as requested.

Keeps work accurate and current at all times and notifies Manager and/or Supervisor when backlog develops.

Maintains equipment in good condition

Assists in troubleshooting problems with any Software.

Risk Management

Demonstrates an understanding of the medico legal implications and responsibilities as relates to the maintenance of patient records to protect the patient and ECU Health.

Attends all educational huddles, etc. on new or revised laws and able to apply them to patient scenarios related to Release of Information. 

Provides strict control and confidentiality of medical record materials via computer and reception area and assists others in the department in maintaining the same control.

Follows ECU Health guidelines regarding confidentiality of patient information and any HIPAA laws/regulations.

Notifies HIMS Manager and/or Supervisor when inaccurate or inappropriate material is contained in medical record.

Maintains work area in safe and orderly manner.

Practices good ergonomic work habits.

Public Relations

Confronts all work with a positive attitude.

Maintains good working relationships with co-workers, management, medical staff and customers.

Demonstrates effective interpersonal relations and communication skills.

Participates in educational activities as required to maintain knowledge and skills, as required to fulfill job description.

Assists in orientation of new HIM employees/volunteers/students.

Add to specialist I & 2Performs other duties as requested by the HIMS Leadership Team.
Participates in departmental performance improvement activities/fundraisers, etc.

Attends departmental meetings and in-services. 

Provides Notary services for facility.

Other Duties
Monitors supplies and lets appropriate staff know when to order.

Assist personnel in other areas of the HIMS department as requested.

Demonstrates safe operation of all equipment in compliance with departmental policy, safety, and infection control and quality standards.

Be able to work shift work on rotation, including weekends and holidays, in order to provide departmental coverage if necessary.

Other duties as requested by the HIMS Leadership Team.

Minimum Requirements

High School or equivalent (prefer additional educational training) or higher

Medical Terminology and computer experience preferred. 

One year of similar work environment experience preferred. 

Notary Public certification required within 6 months of employment (as deemed necessary). 

Detail oriented, dependable and works well with others is necessary. 

Able to understand the paper medical record as well as the electronic medical record.

Pay Range

$16.31 - $23.78

ECU Health

About ECU Health Medical Center

ECU Health Medical Center, one of four academic medical centers in North Carolina, is the 974-bed flagship hospital for ECU Health and serves as the primary teaching hospital for The Brody School of Medicine at East Carolina University. ECU Health Medical Center has achieved Magnet® designation twice and provides acute and intermediate care, rehabilitation and outpatient health services to a 29-county region that is home to more than 1.4 million people.

General Statement

It is the goal of ECU Health and its entities to employ the most qualified individual who best matches the requirements for the vacant position.

Offers of employment are subject to successful completion of all pre-employment screenings, which may include an occupational health screening, criminal record check, education, reference, and licensure verification.

We value diversity and are proud to be an equal opportunity employer. Decisions of employment are made based on business needs, job requirements and applicant’s qualifications without regard to race, color, religion, gender, national origin, disability status, protected veteran status, genetic information and testing, family and medical leave, sexual orientation, gender identity or expression or any other status protected by law. We prohibit retaliation against individuals who bring forth any complaint, orally or in writing, to the employer, or against any individuals who assist or participate in the investigation of any complaint.