Medical Record Indexer

Kaiser Permanente; Sacramento (CA); On-site; USD 25,000 - 32,000; Full time

Job summary

KAISER in Sacramento, CA is seeking a detail‑oriented Medical Record Indexer to ensure scanned documents are properly indexed in the EMR. You will verify legibility, attach documents to the correct encounters or orders, and differentiate inpatient from outpatient materials.

Responsibilities include reviewing queues, linking or creating encounters, performing quality checks, and routing mis-scanned items for re-scan. Strong basic PC skills and English proficiency are required.

Qualifications

• Must pass KP Medical Terminology test.
• Ability to review and sort all types of medical record documents.
• Typing speed: 25 wpm.
• Ability to read, write and understand English; learn EMR and scanning apps.
• High School Diploma/GED.
• Willing to work in a Labor Management Partnership environment.

Responsibilities

• Index scanned documents by applying required indices (MRN, document type, etc.).
• Link documents to matching encounters/orders or create generic ones if none exist.
• Distinguish Inpatient vs. outpatient documents and route accordingly.
• Perform visual quality reviews and re-scan illegible items.
• Send/Commit indexed documents to EMR and QA; assist with scanning equipment maintenance.

Skills

Typing 25 wpm

English proficiency

PC navigation

Education

High School Diploma/GED

Tools

Windows OS

Job description

Job Summary:

This position is responsible for indexing scanned documents into the appropriate section of the electronic medical record. This includes ensuring that each scanned image is legible and that the scanned quality of the document is sufficient for medical record purposes. This may also include attaching scanned documents to specific existing encounters (appointments, patient visits, etc.) and/or orders in the electronic medical record.

Essential Responsibilities:

• Review work queues to retrieve scanned documents. Access and review each scanned document and apply the required indices, such as medical record number, document type, department, provider name, date and other indices which may apply. Determine whether there is an encounter or order which matches the scanned document; if there is an existing encounter or order, link the scanned document to that encounter or order. If no matching encounter or order exists, create a generic encounter or order and link the document to that generic encounter or order in the Scan tab of the electronic medical record. Distinguish Inpatient documents from outpatient documents and send Inpatient documents to the Inpatient Queue in the scanning system. Perform visual quality review of each scanned document and send any mis-scanned or illegible documents to the Scanner for re-scanning. If the scanned document does not contain sufficient information to be indexed appropriately, the Indexer will send that document electronically to a research queue in the scanning system. Send/Commit indexed documents electronically to the electronic medical record. Send indexed/committed documents to the Quality Assurance Clerk. May perform routine maintenance on the scanning equipment. Perform other related duties as necessary, which may include but not be limited to Sorter/Prepper/Scanner work, filing, answering phones, and other departmental support work.

Grade 4

Basic Qualifications:

Experience

• Experience Requirement: Must pass the KP Medical Terminology test. Ability to review and sort all types of medical record documents. Working knowledge of PCs and the ability to navigate in a Windows environment utilizing a mouse. Basic knowledge of office equipment (fax machine, copy machine, scanner). Ability to clearly speak, read, write and thoroughly understand English. Ability to learn policies, procedures and to differentiate between medical record documents. Ability to learn electronic medical record and scanning applications.

• Clerical Skills: Basic computer skills

• Typing speed: 25 wpm

• Ability to read and comprehend complex instructions, correspondence, and medical record documents in English. Ability to write simple correspondence using email. Working knowledge of computer applications to include Windows 95/97, 2000 or Windows NT is required. Must be willing to work in a Labor Management Partnership environment. Also refer to Position Specifications outlined in the appropriate collective bargaining agreement.

• Education

• High School Diploma/GED

• License, Certification, Registration

• N/A

• Additional Requirements:

• Preferred Qualifications:

COMPANY: KAISER

TITLE: Medical Record Indexer

LOCATION: Sacramento, California

REQNUMBER: 1455271

External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state and local laws, including but not limited to the San Francisco Fair Chance Ordinance. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran, or disability status.