Document Imaging Specialist

A Brief Overview

Health Information Management Services (HIMS) is responsible for document preparation, scanning, indexing and Abstraction of paper documents to accurately file in the electronic health record. The HIMS Document Imaging Specialist resolves problems with documents such as missing Medical Record Numbers, account (CSN) numbers, missing pages, and fixes document pages as needed and performs quality assurance of scanned records. Provides appropriate care to patients and their families in a compassionate and professional manner, within the HIMS Document Imaging Specialist scope of practice as outlined in University HealthCare Alliance (UHA) policies and procedures.

Locations
Stanford Health Care - University Healthcare Alliance

What you will do

• C-I-CARE (1, 2)
• Executes world class practices of service and patient care in support of C-I-CARE standards.
• Uses C-I-CARE templates and the following components for all communication with patients and staff:
• CONNECT with people by calling them their proper name, or the name they prefer (Mr., Ms., Dr.)
• INTRODUCE yourself and your role
• COMMUNICATE what you are going to do, how long it will take, and how it will impact the patient
• ASK permission before entering a room, examining a patient or undertaking an activity
• RESPOND to patient’s questions or requests promptly; anticipate patient needs
• EXIT courteously with an explanation of what will come next
• Organizing & Retrieving Data (1, 2):
• Works closely with other members of the HIMS team, IT, clinic staff, Compliance, MPI, etc. to ensure chart accuracy throughout all clinic systems.
• Assists in researching and locating missing documentation or incomplete scans. Identifies and escalates non-approved forms to management immediately.
• Must be able to accurately process other forms of documentation media which may include but are not limited to CD’s, email, electronic transmissions, etc.
• Checks, collects, and analyzes data for quality performance improvement and reports findings and outcomes.
• Indexing & Abstraction (1, 2):
• Correctly and efficiently indexes patient documents that will become part of the electronic health record.
• Correctly and efficiently goes over the quality control (QC) of the patient documents indexed.
• Correctly and efficiently routes patient documents for providers for their review.
• Selects from 180+ different document types categorizing the specific document.
• Types a detailed document description per policy
• Routes patient forms or documents needing a clinical action to the appropriate staff or clinic.
• Ensures that scan and fax indexing/QC queues are processed in a timely manner based on HIMS department minimum standards.
• Responsible for timely submission of the abstracted clinical data from various clinical documents to meet regulations and accreditation requirements.
• Communication & Office Procedures (1, 2):
• Greets, in person or over the phone, patients and others entering the department in a courteous and professional manner.
• Maintains harmonious working relationships.
• Responds to requests from patients, family members, physicians and staff in a knowledgeable, courteous and professional manner.
• Takes accurate messages and communicates messages to the appropriate personnel in a timely manner according to department procedures.
• Communicates and interacts both verbally and written with physicians, clinical managers, MA’s, consultants, and pod members.
• Communicates scanning/indexing/EMR issues to IT or EPIC support.
• Medical Records Releases
• Fulfills all medical records release requests according to HIPAA policy and procedures.
• Receives released records from other facilities and scans/imports them into patients’ charts per protocol.
• All other duties as assigned including department-specific functions and responsibilities:
• May be assigned lead duties and have responsibilities for training lower level employees.
• Performs related work or other duties as assigned and participates in organization projects as assigned.
• Adheres to safety, HIPAA and compliance policies.
• Assists with other sites indexing as needed.

Education Qualifications

• College level medical legal coursework. Required
• 2 years of medical record processing experience OR graduation graduation from an accredited Health Information Technology program or equivalent. Required

Experience Qualifications

• Basic knowledge of Medical System Electronic Health Records (EPIC). Preferred
• Attention to detail and have excellent organizational skills. Preferred
• Health Information literacy and skills. Preferred
• Knowledge of California Health Code pertaining to medical record procedures and release of information. Preferred

Required Knowledge, Skills and Abilities

• Verbal and written communication skills that demonstrate courtesy, compassion and helpfulness in a professional manner towards employees, patients and patient families.
• Basic high school math, English aptitudes and legible handwriting
• Basic Windows skills to include keyboarding, mouse movement and computer data entry skills to enter patient information.
• Computer skills, including accessing and retrieving EMR data
• Organizational and multi-tasking skills.
• Knowledge of basic office practices and procedures including filing systems, reference systems and resources, and modern standard office equipment.
• Knowledge of medical terminology/anatomy and EMR systems.
• Knowledge of State and Federal laws pertaining to privacy and security of confidential patient information, and the requirements for release of patient information.
• Ability to work with others in a flexible, cooperative and collaborative manner.
• Requires concentration to handle varying procedures and interruptions.
• See attached for physical requirements

Physical Demands and Work Conditions

Physical Demands

• Constant Sitting.
• Frequent Walking.
• Occasional Standing.
• Occasional Bending.
• Occasional Squatting.
• Occasional Climbing.
• Occasional Kneeling.
• Seldom Crawling.
• Constant Hand Use.
• Constant Repetitive Motion Hand Use.
• Frequent Grasping.
• Occasional Fine Manipulation.
• Frequent Pushing and Pulling.
• Occasional Reaching (above shoulder level).
• Frequent Twisting and Turning (Neck and Waist).
• Constant Vision (Color, Peripheral, Distance, Focus).

Lifting

• Frequent lifting of 0 - 10 lbs.
• Occasional lifting of 11 - 20 lbs.
• Seldom lifting of 21 - 30 lbs.
• Seldom lifting of 31 - 40 lbs.
• Seldom lifting of 40+ lbs.

Carrying

• Frequent lifting of 0 - 10 lbs.
• Occasional lifting of 11 - 20 lbs.
• Seldom lifting of 21 - 30 lbs.
• Seldom lifting of 31 - 40 lbs.
• Seldom lifting of 40+ lbs.

Working Environment

• Occasional Driving cars, trucks, forklifts and other equipment.
• Constant Working around equipment and machinery.
• Seldom Walking on uneven ground.
• Seldom Exposure to excessive noise.
• Seldom Exposure to extremes in temperature, humidity or wetness.
• Seldom Exposure to dust, gas, fumes or chemicals.
• Seldom Working at heights.
• Seldom Operation of foot controls or repetitive foot movement.
• Seldom Use of special visual or auditory protective equipment.
• Seldom Use of respirator.
• Seldom Working with biohazards such as blood borne pathogens, hospital waste, etc..

Blood Borne Pathogens

• Category III - Tasks that involve NO exposure to blood, body fluids or tissues, and Category I tasks that are not a condition of employment

Travel Requirements

• 10% travel:

These principles apply to ALL employees:

SHC Commitment to Providing an Exceptional Patient & Family Experience

• Know Me: Anticipate my needs and status to deliver effective care
• Show Me the Way: Guide and prompt my actions to arrive at better outcomes and better health
• Coordinate for Me: Own the complexity of my care through coordination

Equal Opportunity Employer Stanford Health Care (SHC) strongly values diversity and is committed to equal opportunity and non-discrimination inall ofits policies and practices, including the area of employment. Accordingly, SHC does not discriminate against any person on the basis of race, color, sex, sexual orientation or gender identity and/or expression, religion, age, national or ethnic origin, political beliefs, marital status, medical condition, genetic information, veteran status, or disability, or the perception of any of the above. People of all genders, members of all racial and ethnic groups, people with disabilities, and veterans are encouraged to apply. Qualified applicants with criminal convictions will be considered after an individualized assessment of the conviction and the job requirements.

Base Pay Scale: Generally starting at $25.90 - $33.02 per hour

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training. This pay scale is not a promise of a particular wage.