ST. CHARLES HEALTH SYSTEM

JOB DESCRIPTION

TITLE: HIM Specialist II

REPORTS TO POSITION:HIM Supervisor

DEPARTMENT: Health Information Management

DATE LAST REVIEWED: March 2017

OUR VISION: Creating Americas healthiest community, together

OUR MISSION: In the spirit of love and compassion, better health, better care, better value

OUR VALUES: Accountability, Caring and Teamwork

DEPARTMENTAL SUMMARY: The Health Information Management Departments provide many services to our multi-hospital organization including: prepping, scanning and indexing, physician deficiency analysis, release of information, facility and profee coding, and medical transcription.

POSITION OVERVIEW: The HIM Specialist II is an advanced level position, responsible for working with a variety of internal and external customers on behalf of St. Charles Health System patients to ensure timely and accurate management of confidential health information. You may be responsible for the following work functions set forth in Joint Commission guidelines, State and Federal Regulations. This position does not directly manage any other caregivers.

ESSENTIAL FUNCTIONS AND DUTIES:

Professionally answers inbound department phone calls and responds to requests politely and promptly.

Provides excellent customer service by being attentive and respectful; ensures understanding of customer request and follows-through as promised. Helps resolve customer service matters in a polite manner.

Prioritizes release of information requests, retrieves medical records from active and inactive and interdepartmental locations, electronically tracks and delivers records in accordance with established procedures.

Handles all Release of Information requests and inquiries for patient health information whether received via mail, fax, phone or in-person. Verifies the patient identity and confirms that the authorization is valid. Ensures the requesting party has a legal right to request a patients protected health information.

Protects the confidentiality of medical record information as required by hospital and Federal/State regulations.

Reviews and analyzes the electronic medical record for completeness and accuracy following departmental and regulatory guidelines.

Flags deficient items to the attention of the provider and assists providers with questions regarding deficiencies.

May provide training and act as a subject matter expert.

May prep, scan and index medical record documentation.

Assists in Medical Record Department Quality processes.

Participates in continuous quality improvement for medical record documentation.

Recommends process improvements to supervisor based on experience with all aspects of HIM positions.

Covers for all HIM positions during absences.

Ensures each record is maintained in a neat, organized and legible format.

Has knowledge of Oregon Retention Laws for determining what records will be maintained and destroyed.

Accurately assesses stored records annually and determines which records can be destroyed per Oregon Administrative Rules. OAR 333-505-0050(14)

Supports the vision, mission and values of the organization in all respects.

Supports Value Improvement Practice (VIP- Lean) principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.

Provides and maintains a safe environment for caregivers, patients and guests.

Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies and procedures, supporting the organizations corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.

Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient and accurate.

May perform additional duties of similar complexity within the organization, as required or assigned.

EDUCATION:

Required: Associate Degree in Health Record Technology or 2 years equivalent work experience in related field may be substituted for education with High School diploma or GED.

Preferred: N/A

LICENSURE/CERTIFICATION/REGISTRATION:

Required: This position will require the caregiver to maintain required educational credits (CE) through AHIMA if they have a certification.

Preferred: A valid Registered Health Information Technician (RHIT) certification

EXPERIENCE:

Required: Minimum of 2 years of hospital/medical office experience with a Health Information Management focus

Preferred: 4 years experience

PERSONAL PROTECTIVE EQUIPMENT:

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

ADDITIONAL POSITION INFORMATION:

Knowledge of medical terminology

Accurate and concise

Knowledge of Protected Health Information (PHI) and Health Insurance Portability and Accountability Act (HIPAA)

Demonstrated ability to communicate effectively with staff, patients and their families.

Ability to learn quickly, follow orders, multitask and complete assigned tasks

Excellent customer service skills

Demonstrates responsibility and accountability for performance in regards to:

• Attendance and punctuality
• Ability to meet daily productivity standards
• Ability to work well independently and in a team/group environment
• Strong organizational skills

Skills:

General:

Communication/Interpersonal

Demonstrates St. Charles Health System values of Accountability, Caring and Teamwork in every interaction.

Must have excellent communication skills and ability to interact with a diverse population and professionally represent St. Charles Health System.

Ability to effectively interact and communicate with all levels within St. Charles Health System and external customers/clients/potential employees.

Strong team working and collaborative skills.

Ability to effectively reach consensus with a diverse population with differing needs.

Ability to work under pressure in a fast-paced environment.

Organizational:

Ability to multi-task and work independently.

Attention to detail.

Excellent organizational skills, written and oral communication and customer service skills, particularly in dealing with stressful personal interactions.

Strong analytical, problem solving and decision making skills.

Excellent organizational and multi-tasking skills.

Mathematical Skills:

Performs basic math (add, subtract, multiply and divide) calculations.

Language Skills:

Read, write, speak and understand English.

Computer

Basic to intermediate ability and experience in computer applications, specifically electronic medical records system and MS Office.

Basic experience in computer applications necessary to record time, obtain work directions, and complete assigned CBLs.

PHYSICAL REQUIREMENTS:

Continually (75% or more): Use of clear and audible speaking voice and the ability to hear normal speech level.

Frequently (50%): Sitting, standing, walking, lifting 1-10 pounds, keyboard operation.

Occasionally (25%): Bending, climbing stairs, reaching overhead, carrying/pushing or pulling 1-10 pounds, grasping/squeezing.

Rarely (10%): Stooping/kneeling/crouching, lifting, carrying, pushing or pulling 11-15 pounds, operation of a motor vehicle.

Never (0%): Climbing ladder/step-stool, lifting/carrying/pushing or pulling 25-50 pounds, ability to hear whispered speech level.

Exposure to Elemental Factors

Never (0%): Heat, cold, wet/slippery area, noise, dust, vibration, chemical solution, uneven surface.

Blood-Borne Pathogen (BBP) Exposure Category

No Risk for Exposure to BBP