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Northeast Georgia Health System is rooted in a foundation of improving the health of our communities.

About the Role:

Job Summary

Working within the Health Information Management Department to provide coverage for all functions of the HIM Department (excluding Coding). May include the functions of the following areas: Release of Information via MyChart, Document Capture, Analysis, Vital Records, MyChart Support, Release of Information via MyChart and Health Record Integrity. Assures compliance with HIPAA privacy guidelines while maintaining and exceeding Customer Service expectations in a timely and accurate manner.

Minimum Job Qualifications

• Licensure or other certifications:

• Educational Requirements: High School Diploma or equivalent. Notary of the Public and Vital Record Deputation required within one month of employment if asked to cover this area.

• Minimum Experience: Three (3) years of customer service or medical records experience required. Three (3) to six (6) months on the job training to develop skills necessary to perform all the job functions. Experience with Microsoft Office, computers, and other office equipment required.

• Other:

Preferred Job Qualifications

• Preferred Licensure or other certifications: RHIT Certification.

• Preferred Educational Requirements: Associates Degree.

• Preferred Experience:

• Other:

Job Specific and Unique Knowledge, Skills and Abilities

• Performs Release of Information duties assigned, including

• Ability to effectively use computer software and technology as required including Microsoft Word and Excel

• Ability to understand and become knowledgeable of Release of Information standards, policies & procedures, HIPAA regulations, and to complete work in compliance of these and other strategies

• Ability to read and comprehend complex healthcare terminology. Completed Medical Terminology course preferred.

• Effective organizational skills with an aptitude for prioritizing tasks and time.

• Must be able to multi-task effectively

• Knowledge of all areas of HIM

• Bilingual Spanish Preferred

• Must uphold HIPAA and organizational privacy practices

Essential Tasks and Responsibilities

• Performs Release of Information duties assigned. Receives incoming requests for information and responds to requests by opening mail, assisting walk-ins and telephone inquiries, and retrieving facsimile inquiries in a timely manner. Validates requests and authorizations for release of medical information according to established procedures and HIPAA guidelines. Completes release of information requests including retrieving patient's medical charts and returning charts, copying/scanning medical records accurately and correctly, according to requests, established procedures, and established standards of quality and productivity, and electronically transmits medical records to processing operations. Performs quality audits on all work to assure accuracy of the release, confidentiality, and proper invoicing. Maintains equipment in excellent operating condition (inside and out) and troubleshoot equipment issues with assistance from the ITS department. Provides excellent customer service by being attentive, respectful and professional at all times: ensures understanding of customer requests and follows through as promised; being proactive in identifying and addressing member concerns, or problems. Demonstrates helpful and effective telephone etiquette and customer service skills by providing appropriate information to callers. Maintains a clean and orderly work area, ensures that records and files are properly stored before leaving area, and ensures adequate supplies to meet customer requests. Maintains working knowledge of the current state laws regarding fee structure, HIPAA regulations, and departmental/organizational policies and procedures. Ability to maintain regular attendance and punctuality as scheduled. Notifies ROI Team Leader and HIM Operations Manager if unable to adhere to daily schedule. Attends and participates in required educational training sessions and staff meetings. Promptly reports to the Manager any customer service concerns and/or any potential HIPAA violations whether actual or perceived. Ability to work with minimum supervision, organize workload and prioritize tasks to meet production goals.

• Performs Document Capture duties assigned. Retrieval of records, including missing records, thinned and/or held charts. Perform daily tasks in Epic, OnBase, Document Capture System Workstation, SharePoint, Microsoft Excel. Performs various job duties to ensure records are available electronically in the document imaging system within established time frames. This includes processing all record types and preparation of records for scanning. Cleaning and performing basic maintenance on the scanners during each shift. Scanning and indexing records into the document imaging system. Performs various job duties to meet standard productivity as defined on an annual basis. Reviews all records received and prepares them for the document imaging system by removal of staples, taping any torn area, removing documents that are electronically send to the system, ensuring correct patient identification by placing a bar code label on each page, verifying quality of document and indicates "original poor quality," counting the pages and completing a batch cover page and placing the records to be scanned. Correctly maintains medical records. Follows up as instructed on incomplete requests for charts and handles in appropriate manner and prepares incomplete charts for end-user access. Maintains open communication within the department and with other departments in the hospital to facilitate accurate and timely patient records and to assist in retrieving patient information. Searches for missing medical record documentation. Prepares, logs, and boxes charts for permanent storage.

• Performs Analysis duties assigned. Performs daily tasks in Microsoft Outlook, and EPIC, Nuance. Performs various job duties to ensure records are analyzed electronically for deficiencies in the document imaging system within established time frame. Ensures proper authorization has been obtained, then pulls and distributes patient record information to appropriate parties within specified time frame. Duplicates, files, transmits, and/or mails documents according to procedure. Performs analysis of records; Adds deficiencies per department guidelines for physician dictation, signatures, or missing text. Accesses assigned queues in Epic and completes appropriate assignments. Corrects problems or errors identified by users via email. Responds to physician requests for chart retrieval or information as a "stat" matter 100% of the time.

• Performs Vital Records duties assigned. Conducts patient interviews and assists patients with completing state mandated vital records for all hospital births, fetal deaths, infant deaths, stillbirths, and abortions. Able to assess situation on an individual basis and determines how to effectively ask patients personal and sensitive questions regarding their obstetrical history, marital status, infants born out of wedlock, etc. Must be able to recognize incorrect or inconsistent patient and/or paternal identification and make decisions regarding appropriate actions on a case-by-case basis. Abstracts clinical data (prenatal and pregnancy history, medical complications, labor and delivery complications, congenital malformations) to complete vital records for all hospital births, fetal deaths, infant deaths, stillbirths, and abortions. Enters all pertinent information into state approved system. Must be able to abstract clinical information from the patient's medical record and determine the appropriate vital record forms to complete. Recognizes inconsistencies in documentation by the physician and/or patient care services. Maintains electronic and manual register of births, fetal deaths, stillbirths and abortions, birth defects, registry, and computerized hospital death log, routinely submitting to appropriate agencies. Validates and maintains hospital birth and death logs to include validating and updating information regarding time of birth and death funeral homes, autopsies, and organ donations. Assures delivery logs are completed and maternal and/or infant patients are registered appropriately. Releases information to appropriate agencies (i.e. Hall County Health Department) in a timely manner. Prepares, proofs, and distributes birth, infant death, fetal death/stillborn abortion certificates. Submits required documents to the patient and/or State and County Vital Records department within five (5) days for birth certificates and ten (10) days for fetal deaths/stillborn abortion certificates. Manages all inquiries regarding vital records and when indicated facilitates patients obtaining vital records and/or amendments to vital record information. Drafts letters to patients, State and County Vital Records departments and Social Security Administration. Determines what documents are required by the state of Georgia based on a patient's marital status. Vital record documentation for completion of paternity acknowledgments and Confirmation of Birth. Completes and submits monthly and quarterly Vital Records statistical reports and validates fetal death, stillbirth, and infant death reports for confirmation of completion and submission to State and County Vital Records. Distributes monthly reports internally. Coordinates with physicians/physician office staff to complete fetal death/stillborn & abortion certificates for submission. Responds to physician requests for chart retrieval or information as a "stat" matter 100% of the time.

• Performs Data Integrity duties assigned. Identify & merge duplicate medical record numbers with the system-wide EHR as appropriate and according to established policies & procedures, using Duplicate Patient Report and Mark for Merge Report. Merge all duplicate medical record numbers and other associated patient information maintaining the accuracy and integrity of electronic and manual records, assuring complete clinical information is only available within the surviving medical record number. Assist with CSN/Account corrections, overlays, and/or any identified Chart Correction issue, including contact moves using the Chart Correction Workspace. Assist with education and daily functions to ensure the accuracy & integrity of our EMPI. Responds to Data Integrity phone calls and general email/inbox questions. Resolve duplicate medical record numbers identified outside of the registration process and notify other departments of duplicates and surviving numbers to assure synchronization of indices throughout the organization. Clinicians and departments treating an inpatient with duplicate medical record number(s) are promptly notified of the duplicate medical record number using "Mark for Merge" patient highlight to assure access to all clinical information for patient care. Send advanced email notification to clinicians in ambulatory, LTC, and Hospice prior to merging duplicate medical records containing recent encounters in these treatment settings. Monitor failed merges to assure quick and accurate resolution of failure and resubmit merge.

• Performs MyChart Specialist duties assigned. Assist patients and family members with MyChart patient portal requests in a professional and courteous manner. Responds to and appropriately routes non-health related customer service messages received from MyChart. Receives and appropriately routes requests for amendment to the health record. Follows up with patients or family members who have "pending" or "account expired" MyChart status to provide support for activation and use. Processes MyChart proxy access requests. Revokes proxy access when appropriate. Works with Manager as needed to support MyChart activities and patient engagement.
  

Physical Demands

• Weight Lifted: Up to 30 lbs, Occasionally 0-30% of time

• Weight Carried: Up to 30 lbs, Occasionally 0-30% of time

• Vision: Light, Occasionally 0-30% of time

• Kneeling/Stooping/Bending: Occasionally 0-30%

• Standing/Walking: Occasionally 0-30%

• Pushing/Pulling: Occasionally 0-30%

• Intensity of Work: Occasionally 0-30%

• Job Requires: Reading, Writing, Reasoning, Talking, Keyboarding

Working at NGHS means being part of something special: a team invested in you as a person, an employee, and in helping you reach your goals.

NGHS: Opportunities start here.

Northeast Georgia Health System is an Equal Opportunity Employer and will not tolerate discrimination in employment on the basis of race, color, age, sex, sexual orientation, gender identity or expression, religion, disability, ethnicity, national origin, marital status, protected veteran status, genetic information, or any other legally protected classification or status.