Electronic Health Record Specialist 2-8125

Kingman Regional Medical Center; Kingman (AZ); Hybrid; USD 50,000 - 65,000; Full time

Job summary

Kingman Regional Medical Center seeks an HIM Electronic Health Record Specialist to support scanning into the EHR, quality review of records, and release of information across levels 1–3. Responsibilities include chart retrieval, document preparation, indexing, and portal assistance, with adherence to HIPAA standards.

Requires an associate’s or higher degree and experience in health information management; strong communication and teamwork are essential.

Qualifications

• High school diploma or GED equivalent (for All Levels)
• Associate’s or higher-level degree preferred
• Experience with HIM/medical records clerical work is beneficial
• Familiarity with HIPAA and Release of Information processes

Responsibilities

• Retrieve patient charts daily from nursing units and departments.
• Prep and scan documents/charts following guidelines and upload to EMR.
• Perform quality review and indexing of scanned documents.
• Analyze records for accuracy and completeness; assign deficiencies.
• Process ROI requests and monitor release of information workflows.
• Provide portal support and assist patients with portal signup and emails.

Skills

Office equipment

HIPAA awareness

Teamwork

Prioritize duties

Communication

Portal support

Duplicate record review

Portal enrollment

Education

Associate’s or higher-level degree

Tools

ROI module

EMR systems

Job description

Position Title: HIM Electronic Health Record Specialist Position Code: EHRS1, 2, 3-8125

Department: Health Information Management Safety Sensitive: Yes No

Reports to: HIM Manager Exempt Status: Yes No

Position Purpose:

All KHI employees are expected to perform their respective tasks and duties in such a way that supports KHI’s vision to be among the kindest, highest quality health systems in the country.

LEVEL 1

This position is responsible to perform duties and functions associated with scanning of documents into the EHR, quality review of record content and analyzing the medical record for provider deficiencies.

LEVEL 2

This position is responsible to perform duties and functions associated with scanning of documents into the EHR, quality review of record content, analyzing the medical record for provider deficiencies and release of information.

LEVEL 3

This position is responsible for being able to perform duties associated with HIM operations. This will include patient portal assistance, provider deficiency calculation and reporting, prepping scanning and analysis of all records, accurate and compliant release of information.

Key Responsibilities:

LEVEL 1

• Retrieves patient charts daily from nursing units and patient caredepartments

Maintains a log of discharged visits to ensure all charts are accounted for

• Preps and scans the documents/charts by following departmentalguidelines
• Uploads images into electronic record as requested
• Performs quality review functions/document indexing on all scanned documents/encountersfollowing departmental quality reviewguidelines
• Analyzes the medical chart for accuracy and completion, per departmentpolicy
• Assigns documentation deficiencies for the emergency department, inpatient, outpatientsurgery, observation, and outpatient diagnostic encounters according to Medical Staffrequirements
• Works well with all departments and providers, performs and communicates in a highlyprofessional manner

LEVEL 2

• Review all requests for Medical Records applying Health Information Portability and Accountability Act of 1996, Arizona Revised Statutes, and hospital policies as appropriate
• Knowledge of electronic and paper-based records storage system as they relate to release of information
• Complete record requests no later than thirty days. All subpoenas will be answered within ten days or as noted on the court order.
• Completes government agency requests with appropriate billing for copy service according to regulations
• Complete requests thru the Release of Information (ROI) module in the electronic medical record for all releases and scan authorizations received to the accurate patient account
• Monitors patient phone calls and electronic requests for records

LEVEL 3

In addition to the above responsibilities for level 1 and 2, a Level 3 HIM Electronic Health Record Specialist must also perform the following:

• Responsible for Portal email and phone call requests:
  • Technical support with the portal
  • Signing patients up for the portal
• Accurately merge duplicate medical record numbers
• Manually review provider deficiencies to ensure accuracy
  • Provides accurate lists of incomplete records to providers and management on a weekly basis
  • Works with medical staff services regarding delinquent provider records per policy

All Levels

• Works well with all departments and providers, performs and communicates in a highly professional manner
• Follows HIPAA patient confidentialitystandards
• Assists in the creation/editing of training manuals and training of new hires
• Demonstrates dependability and teamwork by following hospital and departmentalprocedures
• Promotes and adheres to KHI Behavioral Expectations and always maintains patient confidentiality
• Attends department meetings and all required KHI in-services
• Offers ideas for improving performance and shows responsibility for jobfunctions
• Strives to be a productive member of this institution, working as a team member whodemonstrates enthusiasm andself-motivation
• Provides excellent customerservice
• Other duties asassigned

Qualifications

Education for All Levels: High school diploma or GED equivalent

Skills and Knowledge:

LEVEL 1

• Ability to operate office equipment such as PC, scanner, copier, printer, and faxmachine
• Awareness of HIPAA, HITEC, and MeaningfulUse
• Ability to work in a team-oriented, collaborativeenvironment
• Prioritize duties/taskseffectively

LEVEL 2

In addition to the above skills and knowledge, a Level 2 HIM Electronic Health Record Specialist must also perform the following:

• Understand all apply HIPAA guidelines as they relate to release of information
• Ability to multitask to balance the various types of requests
• Ability to utilize resources in an organized manner
• Must have sufficient oral and written communication skills
• Must possess the ability to maintain composure in difficult and stressful situations

LEVEL 3

In addition to the above skills and knowledge of level 1 and 2, a Level 3 HIM Electronic Health Record Specialist must also perform the following:

• Ability to develop and maintain effective working relationships with others
• Must possess technical and professional skills and able to articulate technical issues to non-technical community
• Proactively seeks opportunities to broaden and deepen knowledge base and proficiencies

Preferences

Education

Associate’s or higher-level degree

Experience

• Level 1 and 2: One-year experience in either Health Information Management, medical office clerical, or hospital clericalsetting
• Level 3: Two-years’ experience in either Health Information Management, medical office clerical,

Special Position Requirements

• Exposure Categories:
  • Category III: Expected duties do not have potential for exposure to blood, body fluids ortissues
• Other Potential Hazard(s): None

Work Requirements

• Ability to sit, type and view a PC screen most of theday
• Some bending and liftingrequired, up to 25 lbs.

ACKNOWLEDGEMENT

This job description applies to all KHI facilities and is representative of the essential job duties this position will perform. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

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Date Staff Position Description Created / Revised: 3/02/2022