HIM Tech III - Medical Records - 005

JOB SUMMARY: The Health Information Technician III (HIT) is the front-line in protecting and releasing the records of individuals served by LifeStream.  This position directly impacts those served by reducing their stress and increasing confidence in LifeStream through the proper securing and expediting of records.

ESSENTIAL FUNCTIONS and RESPONSIBILITIES: The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification with or without an accommodation. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

• Data entry, answering phones, ordering supplies, sorting mail, filing, pulling charts, putting charts away, understanding of receipt of subpoena protocols
• Assisting people with record requests and other HIM functions
• Final Record Audits: chart audits, completing audit spreadsheet, state packets, discharge summaries, developing signature audit deficiency spreadsheet
• Internal Auditing:Inpatient billing requests, flagging charts, chart auditing, log/look up/sort incoming communication; mail, faxes, pcp records, disability questionnaires to Lake Academy
• Hospital Based:

• Initial audit/break down charts post discharge
• Prep discharge packets for billing; focus on labs drawn for consumer ensuring copies are in the packet, print labs as needed
• Random open patient chart audits

• Record Management:

• Cataloging boxes for storage, utilizing record box database, prepping for annual destruction of boxes
• Repeated heavy lifting of boxes onto and down from shelving units

• Record Releases:

• Revenue Record Releases: pre-bills, report non-immediate to Custodian of Records, documentation of completed requests, check for posted payments, end of month billing spreadsheet and hospital dashboard
• Non-Revenue Records Releases: update non-revenue spreadsheet, prepare state packet

• Chart Assembly Management:

• Retrieve loose filing and consumer discharged packets from hospital, run daily admission and discharge, admissions daily spreadsheet,
• Assembly of patient records, loose filing, auditing prep
• Practitioner deficiency spreadsheet and log in packets

COMPETENCIES: Knowledge, Skills, Abilities, and Motivation (KSAM) required for an employee to be successful 

• Serving Our Consumers: Effectively meeting consumer needs, building productive consumer relationships, and taking responsibility for consumer satisfaction and loyalty. 

• Consumer Focus: Dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect
• Instills Trust: Gaining the confidence and trust of others through honesty, integrity, and authenticity.
• Valuing Diversity: Works with and values all kinds and classes of people equitably; deals effectively with all races, nationalities, cultures, disabilities, ages and both sexes; supports equal and fair treatment and opportunity for all.

• Effective Communication: Clearly conveying information and ideas to individuals and groups in a manner that engages the audience and helps them understand and retain the message. 

• Being Resilient: Rebounding from setbacks and adversity when facing difficult situations.
• Conflict Management: Steps up to conflicts, seeing them as opportunities; reads situations quickly; good at focused listening; can hammer out tough agreements and settle disputes equitably; can find common ground and get cooperation with minimum noise.
• Listening: Practices attentive and active listening; has the patience to hear people out; can accurately restate the opinions of others even when he/she disagrees.
• Organizational Savvy: Maneuvering comfortably through complex policy, process, and people-related organizational dynamics.

• Continuous Improvement: The ongoing process of achieving positive changes in service and processes in order to improve efficiency and quality. 

• Decision Quality: Making good and timely decisions that keep the organization moving forward. 
• Creativity: Comes up with a lot of new and unique ideas; easily makes connections among previously unrelated notions; tends to be seen as original and value-added in brainstorming settings.
• Ensures Accountability: Holding self and others accountable to meet commitments.
• Optimizes Work Processes: Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.
• Organizing: Can marshal resources (people, funding, material, and support) to get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and files in a useful manner.
• Plans and Aligns: Planning and prioritizing work to meet commitments aligned with organizational goals. 

• Expertise: Demonstrating proficiency of an employee's skill or knowledge within their field of practice. 

• Action Oriented: Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
• Demonstrates Self-Awareness: Using a combination of feedback and reflection to gain productive insight into personal strengths and weaknesses.
• Functional/Technical Skills: Has the functional and technical knowledge and skills to do the job at a high level of accomplishment.
• Self-Development: Actively seeking new ways to grow and be challenged using both formal and informal development channels. 

JUDGMENT/DECISION MAKING:  Must be able to assure confidentiality while maintaining open lines of communication as defined by HIPAA and other related regulations.  Must have the ability to prioritize and identify potential and actual issues relating to the securing, preparation, and releasing of records and solve or refer to the appropriate individual. 

PERSONAL ATTRIBUTES:  A successful Health Information Technician is motivated by the goal of enhancing the experience of individuals served by LifeStream while adhering to a strict code of ethics.  They are competent in the use of computers, working in systems, learn quickly, how to prioritize appropriately within a system, meeting deadlines, and enjoy a process-oriented atmosphere and being part of a productive team.

EDUCATION & EXPERIENCE: 

• Education: 

• Associate’s Degree preferred

• Experience:

• Minimum of Three (3) years experience in an information management setting required
• Experience in a Health Information Management specialty required
• Exposure to a record-keeping function required

TRAINING & DEVELOPMENT: Completes all requirements according to Individual Training Plan within the first six months of hire and annually.  Regulatory trainings as mandated. 

POSITION CONTENT: This job description is not intended to be and should not be construed as an all inclusive list of all the responsibilities, skills or working conditions associated with the position.  While it is intended to accurately reflect the position activities and requirements, Management reserves the right to modify, and/or remove duties and assign other duties as necessary.