HIM Technician - Health Information - PRN Days

Williamson Health; Franklin (TN); On-site; USD 40,000 - 55,000; Full time

Job summary

Williamson Health in Franklin, TN seeks a detail-oriented HIM Technician to support medical records prep, scanning, indexing in Meditech, and release of information requests. Birth registrar duties include processing birth certificates, fetal demises, and paternity documents in accordance with Tennessee Vital Records laws.

The role requires high school diploma, hospital experience preferred, strong clerical and analytical skills, and the ability to multi-task in a fast-paced health-system

Qualifications

• High School Graduate or G.E.D.
• Hospital experience preferred.
• Strong clerical and organizational skills.
• Excellent interpersonal and teamwork skills and communication.
• Strong problem-solving and analytical skills.
• Ability to adapt to changes and multi-task.

Responsibilities

• Performs prep to ensure medical documents are scanned/indexed in Meditech.
• Performs scanning/indexing of images accurately and timely.
• Processes release of information or patient portal requests.
• Processes birth certificates, fetal demises, and paternity forms per TN Vital Records.
• Maintains professional relations with clinical departments, HIM team, IT and compliance.
• Adheres to state rules, CMS, HIPAA and Joint Commission standards.

Skills

Clerical skills

Organizational skills

Interpersonal skills

Teamwork

Communication

Problem-solving

Multi-tasking

Microsoft Office

Education

High School Graduate or G.E.D.

Tools

Meditech

Job description

#26-716

About Us

Williamson Health is a regional healthcare system based in Williamson County, Tennessee, with more than 2,500 employees across more than 30 locations and more than 860 physicians and advanced care practitioners offering exceptional healthcare across 60-plus specialties and subspecialties close to home. The flagship facility, Williamson Medical Center, a 337-bed facility which recently opened its new Boyer-Bryan West Tower, offers extensive women's services, state-of-the-art cardiology services, advanced surgical technologies, an award-winning obstetrics and NICU, leading-edge orthopaedics, outpatient imaging services, and distinct comprehensive emergency and inpatient services for both adult and pediatric patients. Other Williamson Health service providers include the Bone and Joint Institute of Tennessee, The Turner-Dugas Breast Health Center, Monroe Carell Jr. Children's Hospital Vanderbilt at Williamson Medical Center, Williamson Health physician practices that are strategically located throughout the community, countywide Emergency Medical Services that include 18 rapid response units, Williamson Health Foundation, and multiple joint venture Vanderbilt Health and Williamson Medical Center Walk-In Clinics in Williamson County. Learn more about our many specialized services at WilliamsonHealth.org.

Williamson Health is a system where your talents will be valued and your skillset expanded. We are rooted in our promise to world-class, compassionate care for the residents of Williamson County and surrounding communities, taking exceptional pride in serving our community. We're committed to empowering our employees to work in innovative ways and reserve time and space for curiosity, laughter and creativity. We value and support the diversity and cultural differences among one another and are committed to upholding an inclusive environment that appreciates the uniqueness of all individuals. Our values are at the heart of everything we do: respect for every individual, the health and total well-being of all people, human compassion and integrity. These shape who we are as an organization and are essential for delivering the highest level of culturally competent care and treatment of every patient, family member, visitor, physician and employee.

Company Culture:
We are passionate about the care we offer and also our standards of performance which include compassion, respect, accountability and safety -- toward our patients and also toward our colleagues. We're looking for talented, caring, and mission-minded professionals who view their career in healthcare as more than just a paycheck, but as a true calling. We are proud of our unique culture that balances doing what we love, working alongside a supportive team, and maintaining a good quality of life - all while making a difference no matter your department or position.

Community Overview:
Franklin sits in the heart of Williamson County, which has the top-rated school system in the state, a plethora of parks and green spaces, fabulous restaurants, a rich traditional of hospitality, and of course, world-class healthcare. Various publications have showered Franklin with such accolades as one of the "Best Southern Towns," "Best Place to Live," "Top 10 Community for Job Growth," and "Top 50 Cities to Start a Small Business."

Job Description

Under the oversight of the HIM Director and HIM Manager, the HIM Technician is responsible for facilitating the accurate and timely preparation, scanning, indexing, processing, analyzing, and retention of medical record documents within Meditech and offsite storage in accordance with established policies, procedures, Medical Staff Rules & Regulations and Bylaws, HIPAA regulations, and Joint Commission standards. This can include processing paper medical records (due to hybrid medical records), scanning and imaging of medical records, conducting deficiency analysis, processing release of information or patient portal requests, managing the legal birth certificate, fetal demise, and paternity process as required by TN Department of Health Vital Records and Statistics State law, maintaining record retention requirements per HIPAA and TN State law, and providing support for special projects as assigned.The HIM Technician must be able to collaborate in a positive and productive manner with the health care clinicians, health care providers, HIM team, Quality team, Revenue Cycle team, HR, Marketing, IT, Risk Manager/Compliance Officer, and the hospital administrative and leadership teams. Ability to adapt to changes in the workload and work functions, to work independently, and to effectively prioritize work assignments is critical. Adherence to TN State requirements, Joint Commission requirements, CMS, and HIPAA regulations is mandatory.The HIM Technician may be responsible for ensuring accurate and timely documentation and processing of birth certificates, fetal demise, and paternities as required by State law by the TN Department of Health, Vital Records and Statistics. The HIM Tech/Birth Registrar must be detail oriented and must collect patient information and process birth certificates, fetal demise, and paternity information in a timely and accurate manner. Excellent customer service skills are critical in this role due to the constant in-person, face-to-face interactions with the patients (biological moms), biological fathers, husbands/wives, and other friends and family member interactions that take place. The interactions must remain positive, respectful, confidential, and professional no matter what the customers' ethnicity, religion, sexual orientation, or socioeconomic background is. The Birth Registrar will maintain a Notary-Public in Williamson County for the purposes of notarizing paternities. This position is responsible for retrieving paper medical record documents from hospital patient care areas and preparing them for transit to the HIM Department for further processing.The HIM Technician may be responsible for ensuring accurate and timely processing of paper medical record documentation is completed based off established policies, procedures, Medical Staff Rules & Regulations and Bylaws, CMS, HIPAA regulations, and Joint Commission standards. This involves ensuring each page contains the required patient identification, that all pages have staples and paper clips removed, that all images in Meditech are as clear as possible (and scanned in color if required), that all images are released or indexed into Meditech timely based on department established guidelines, and that all errors are corrected timely.The HIM Technician may be responsible for ensuring accurate and timely analysis of electronic medical record documentation is completed based off established policies, procedures, Medical Staff Rules & Regulations and Bylaws, CMS, HIPAA regulations, and Joint Commission standards. This involves checking the prep/scan/indexing of other HIM co-workers and communicating any errors or oversights to them and the HIM management team as needed for re-education purposes.The HIM Technician may be responsible for processing release of information or patient portal requests. These must be processed based on HIPAA regulations and established policies and procedures. Excellent customer service skills are critical in this role due to the in-person, face-to-face interactions with the customers that take place. The interactions must remain positive, respectful, and professional no matter what the customers' ethnicity, religion, sexual orientation, or socioeconomic background is.Other duties as assigned.

Position Requirements

• High School Graduate or G.E.D.
• Hospital experience preferred.
• Strong clerical skill and organizational skills.
• Computer skills and Microsoft Office skill required.
• Excellent interpersonal and teamwork skills and communication.
• Strong problem-solving skills.
• Strong analytical skills and ability to comprehend and analyze large quantities of operational data.
• Must be able to use standard office equipment and information systems.
• Exceptional organizational skills with attention to detail.
• Ability to work independently within established guidelines.
• Excellent oral and written communication skills required.
• Must be able to proactively prioritize work and have a keen ability to multi-task.
• Ability to adapt to changes in the workload and work functions.
• Office
• Prolonged sitting
• Repetitive motion (Ie. keyboarding, bending, reaching, and stretching to retrieve items up to 15 pounds).
• Prolonged viewing of computer screens and charts consisting of typed and handwritten entries.
• Must be able to able to lift and/or move up to 75 pounds without assistance and push up to 100 pounds on wheels

Key Results

• Performs 'prep' functions accurately to ensure medical record documents are efficiently scanned and indexed into Meditech. (This involves ensuring each page contains the required patient identification, that all pages have staples and paper clips removed, that all images in Meditech are as clear as possible (and scanned in color if required))
• Performs scanning functions accurately and timely.
• Performs verification and indexing of images accurately and timely.
• Maintains expected quality and productivity for prep/scan/index.
• Performs analysis process accurately and timely – assigning physician deficiencies accurately and handling physician rejections appropriately based on established policies, procedures, Medical Staff Rules & Regulations and Bylaws, CMS, HIPAA regulations, and Joint Commission standards
• Properly moves scanned medical record documents/images associated with the wrong patient, wrong account or wrong document type.
• Maintains expected quality and productivity for analysis
• Properly and respectfully communicates errors or oversights to prep/scan/index team & HIM management team as needed for re-education purposes.
• Exhibits proficient knowledge of hospital electronic health record system which includes patient search, incomplete system, and EHR/EMR navigation.
• Processes release of information or patient portal requests accurately and timely based on established policies, procedures, Medical Staff Rules & Regulations and Bylaws, HIPAA regulations, and Joint Commission standards
• Process birth certificates and fetal demises in an accurate & timely manner to the Department of Health Vital Records & Statistics division.
• Process paternity forms and entry of information into the TN Dept of Health Vital Records & Statistics software in an accurate and timely manner.
• Adheres to State rules for accurate and appropriate completion and submission of the birth certificate – positive and open line of communication with the Department of Health Vital Records & Statistics division team.
• Maintain birth registry notary public license and insurance and only use this per notary guidelines.
• Retrieves medical record documents from hospital patient care areas and prepares for transit to HIM Department for processing.
• Establish and maintain positive and professional long-term customer relationships & collaborate with clinical departments, the HIM team, Administration, IT, Quality, Risk Mgt & Compliance, Revenue Cycle/PFS team, the hospital management team, and outside vendors (Ie, Medicopy, Phreesia)
• Ability to adapt to changes in the workload and work functions, to work independently, and to effectively prioritize work assignments.
• Excellent customer service skills exhibited (due to the in-person, face-to-face interactions with the customers that take place.) The interactions must remain positive, respectful, and professional no matter what the customers' ethnicity, religion, sexual orientation, or socioeconomic background is.
• Addresses and corrects dup MRNs and/or combined accounts for PFS team accurately and timely.
• Other duties as assigned.

WH is an equal employment opportunity employer. WH does not discriminate against any applicant or employee on the basis of race, color, sex, religion, national origin, age, disability, or any other consideration made unlawful by applicable federal, state, or local laws. WH also prohibits harassment of applicants and employees based on any of these protected categories.

It is also WH’s policy to comply with all applicable laws respecting consideration of unemployment status in making hiring decisions. The complies with the Americans with Disabilities Act (“ADA”), the ADA Amendments Act of 2008 (“ADAAA”) and applicable state law and considers reasonable accommodation measures that may be necessary for qualified applicants/employees to perform the essential functions of the job. Hire may be contingent upon a post-offer medical examination, and to skill and agility tests, as appropriate for the position.

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