Health Information Services Representative I

Ellis Medicine•Schenectady, NY

54d•$16 - $23

About The Position

The Health Information Services Representative I is responsible for providing excellent customer service to patients, customers, and staff. They receive and process discharge inpatient and outpatient record and verifies that a medical record is received for every patient per the daily discharge lists. They create, maintain, analyze, correct, and ensure accuracy of electronic and paper medical records and physician documentation. They adhere to policies and procedures when releasing information and maintains confidentiality. PRIMARY RESPONSIBILITIES OF THE POSITION: Responsible for providing excellent customer service to patients, customers, and staff by greeting, assisting, and responding to requests in a professional, efficient and timely manner. Retrieves electronic medical records as requested utilizing Soarian EDM and Soarian Clinical, identifies correct visits and hospital services. Interprets information using Soarian EDM, Soarian Clinical and Soarian Financial. Retrieves dictation information from M Model dictation platform, communicates job information to transcription service and provides an estimated time of delivery to internal customers. Reconciles daily discharges by comparing Soarian Financials reports to charts retrieved. Notifies supervisor of discrepancies between Soarian Financials and Soarian EDM in the admission or discharge data including clinical service and patient type. Electronically files loose reports in Soarian EDM by retrieving the correct encounter folder and selecting the correct document type. Responsible for verifying the identification of any customer receiving patient information to ensure any requests for release of information follows HIPAA, federal and state law. Verifies and responds to faxed requests. Prepares records for scanning by validating the visit number printed on the forms and invalidates incorrect visit number. Ensures the documentation in the paper chart belongs to the correct patient, identifies documents without a document bar code and applies the correct document label, organizes documents for scanning according to the document tree structure, retrieves document tree and document labels from network share location. Operates the high-speed (auto index) Tele Form Scan Station for document imaging, reviews scanned images, corrects documents and bar code filing errors, deletes blank pages, identifies, and resolves reporting problems, and cleans and calibrates equipment. Retrieves records for analysis or reanalysis and adds to Soarian EDM work list, analyzes provider documentation as it must meet the criteria for completion as specified in the Medical Staff Rules and Regulations. Searches and retrieves misfiled transcribed reports from MEd Quist DEP, identifies correct visit information, and refers to Transcription Coordinator for correction. Assigns deficiencies to physicians, accurately interprets physician documentation, signatures, and physician work schedules. Notifies supervisor of registration discrepancies, including incorrect clinical service, visit status, and date(s) of service. Compares scanned documents to documents filed in Soarian EDM, verifying page counts, correct patient, encounter, and document type, accurately manipulates and corrects document filing errors. Complete required training as assigned. Complies with organizational and department policies, work rules and requirements. Adhere to patient privacy policies and procedures, maintain confidentiality. Adhere to the Making Ellis Exceptional (MEE) Behaviors & Standards and AIDET (Acknowledge, Identify, Duration, Expectation, Thank) and initiate, promote, and support change initiatives. Additional duties as assigned.

Requirements

High School Diploma or equivalent required.
6 months medical record or clerical experience in a health care setting preferred.
Good alphanumeric filing, typing, computer and communication skills and ability to multi-task is required.

Nice To Haves

Associate degree preferred.
Knowledge and understanding of medical terminology preferred.

Responsibilities

Responsible for providing excellent customer service to patients, customers, and staff by greeting, assisting, and responding to requests in a professional, efficient and timely manner.
Retrieves electronic medical records as requested utilizing Soarian EDM and Soarian Clinical, identifies correct visits and hospital services.
Interprets information using Soarian EDM, Soarian Clinical and Soarian Financial.
Retrieves dictation information from M Model dictation platform, communicates job information to transcription service and provides an estimated time of delivery to internal customers.
Reconciles daily discharges by comparing Soarian Financials reports to charts retrieved.
Notifies supervisor of discrepancies between Soarian Financials and Soarian EDM in the admission or discharge data including clinical service and patient type.
Electronically files loose reports in Soarian EDM by retrieving the correct encounter folder and selecting the correct document type.
Responsible for verifying the identification of any customer receiving patient information to ensure any requests for release of information follows HIPAA, federal and state law.
Verifies and responds to faxed requests.
Prepares records for scanning by validating the visit number printed on the forms and invalidates incorrect visit number.
Ensures the documentation in the paper chart belongs to the correct patient, identifies documents without a document bar code and applies the correct document label, organizes documents for scanning according to the document tree structure, retrieves document tree and document labels from network share location.
Operates the high-speed (auto index) Tele Form Scan Station for document imaging, reviews scanned images, corrects documents and bar code filing errors, deletes blank pages, identifies, and resolves reporting problems, and cleans and calibrates equipment.
Retrieves records for analysis or reanalysis and adds to Soarian EDM work list, analyzes provider documentation as it must meet the criteria for completion as specified in the Medical Staff Rules and Regulations.
Searches and retrieves misfiled transcribed reports from MEd Quist DEP, identifies correct visit information, and refers to Transcription Coordinator for correction.
Assigns deficiencies to physicians, accurately interprets physician documentation, signatures, and physician work schedules.
Notifies supervisor of registration discrepancies, including incorrect clinical service, visit status, and date(s) of service.
Compares scanned documents to documents filed in Soarian EDM, verifying page counts, correct patient, encounter, and document type, accurately manipulates and corrects document filing errors.
Complete required training as assigned.
Complies with organizational and department policies, work rules and requirements.
Adhere to patient privacy policies and procedures, maintain confidentiality.
Adhere to the Making Ellis Exceptional (MEE) Behaviors & Standards and AIDET (Acknowledge, Identify, Duration, Expectation, Thank) and initiate, promote, and support change initiatives.
Additional duties as assigned.