HIM Clerk

Department: Health Information Management

Reports To: Health Information Management Manager

JOB SUMMARY

Summary: To collect, maintain, and make available to authorized users timely, accurate, secure and complete patient health information in a hybrid environment. To control the release of medical information from patient medical records in accordance with the State’s rules and regulations and HIPAA in an electronic environment.  Will act as an advocate for hospital programs and adheres’ to the hospital Mission, Vision, Values and Motto of “The Patient is First in All We Do”.

Primary Job Duties and Responsibilities:

1. Receptionist – Responsible for answering the phones and assisting patients. 

2. Chart Prep – Validates that all encounters are received. Reviews each encounter for completeness, quality and patient identification. 

3. Chart Scanning – Scans all batches. 

4. Indexing – Assures that the patient's medical records are indexed to the highest level of quality. 

5. Provides ongoing clerical and administrative support for HIMS department staff. This includes, but is not limited to, scanning medical records into database to support initial billing and the electronic medical record to include batch quality control and document verification. May also assume timely and accurate collection, organization and distribution of the hybrid medical record that includes discharged patient records from nursing care units.

Customer Service:

1. Interacts with employees, visitors, volunteers, and team members with respect, courtesy, and compassion.

2. Presents a cooperative and helpful attitude at all times to internal and external customers and co-workers.

3. Strives to understand customer needs and facilitates related outcomes.

4. Promptly answers email communication.

5. Promptly answers incoming telephone calls. 

a. Answers call within three rings.

b. Identifies department and name for each call.

c. Resolves caller's request with very little assistance from Team Leader or Director.

d. Transfers calls appropriately, relaying history of call to eliminate redundancy and expedite resolution.

6. Communicates and documents information in a timely and effective manner.

7. Gives appropriate information to external and internal customers with or without request.

8. Seeks out information necessary to perform job functions. Works collaboratively within the team.

9. Consistently meets deadlines and completes projects without supervision or prompting.

10. Demonstrates knowledge of and commitment to team goals.

Team Member/General Expectations:

1. Participates effectively as a team member.

2. Works collaboratively within the team. When interacting with others on the job, the employee is to:

a. Maintain or enhance self esteem

b. Listen and respond with empathy

c. Ask for help in solving problems

d. Maintain a good working relationship with other staff members

3. Demonstrates knowledge of and commitment to team goals.

4. Communicates with team members, work problems encountered and constructive suggestions to improve team performance.

5. Accepts constructive criticism and adjusts behavior/performance in response to such criticism.

6. Apprises other team members of work status to determine need for resource adjustment.

7. Demonstrates flexibility, readily adapting to changing needs of team members or customers or assisting in special projects as necessary.

8. Attempts to resolve concerns at the lowest possible level in a timely manner.

9. Demonstrates initiative, good judgment and organization.

10. Prioritizes work effectively.

11. Meets daily, weekly, monthly, or other cyclical deadlines.

12. Maintains work area in a clean, organized manner to readily locate information, supplies, materials and equipment.

13. Considers relevant facts, weighs alternatives and makes logical decisions.

14. Follow direction, both written and oral in completion of work assignments.

15. Maintains knowledge of and follows relevant policies, procedures, and organizational communication:

a. Demonstrates knowledge of safety and emergency procedures.

b. Demonstrates knowledge and proper use of required equipment.

c. Demonstrates an understanding of hospital and departmental policies and procedures by utilizing and adhering to them.

16. Presents a cooperative, helpful attitude at all times to internal and external customers and co-workers.

Working Conditions:

· General office environment.

· Occasional interruptions and noise.

· Frequent contact with physicians, hospital staff, patients and other department employees.

· General office noise. 

· No infectious exposure.

Physical Demands:

· Walking and standing (Mobility):Less than 25%

· Hand and finger dexterity:

o Operation of computers: More than 50%

· Lifting:

o Less than 10 pounds: Seldom

o 10 to 30 pounds: Seldom

· Sitting: More than 75%

· Close Vision: More than 75%

· Talking and Hearing: More than 50%

Equipment Used: 

· Various computer systems – keyboards, screens and printers

· Telephone

· Fax

· Scanner

· Copier

 Qualifications: 

· High school diploma or equivalent.

· One year of medical office experience or related education, preferably in a HIM environment.

· Proper use of telephone etiquette to project a positive image by being clearly spoken, grammatically correct, cordial in tone and conveying a helpful and polite attitude. 

· Ability to organize work so that productivity and effectiveness are maximized. 

· Must be able to prioritize multiple functions effectively, work independently, self-motivated and self-directed

· Demonstrate excellent organizational skills, written and verbal communication skills, interpersonal skills and strict confidentiality in providing excellent customer service.

· Must be able to adapt to change of duties quickly and smoothly.

· Must uphold high ethical standards.