Quality Control Indexing Analyst

Houston Methodist; Houston (TX); On-site; USD 36,000 - 54,000; Full time

Job summary

Houston Methodist is seeking a detail-oriented Records Clerk to support the electronic health record workflow. The role focuses on organizing, scanning, indexing, and validating medical documents to ensure accurate patient records.

The ideal candidate will have an associate degree or equivalent experience, at least one year in clerical or medical records roles, and strong communication skills to interact with care teams and patients in a fast-paced hospital environment.

Qualifications

• Associate’s degree in health information management or related field, or two additional years of related experience in lieu of degree.
• One year of general clerical experience, medical record experience, or related experience.
• Experience with document management strongly preferred.
• Proficiency in speaking, reading, and writing English for safety-critical tasks.

Responsibilities

• Indexes medical record documents to the correct patient record and visit.
• Preps, scans, and indexes documents for the patient record with accurate labeling.
• Transcribes physician orders in the Epic system when required.
• Ensures all images are labeled with patient information and properly matched.
• Performs quality checks and adheres to department standards for productivity.

Skills

General clerical

Medical records

Document management

Customer service

Education

Associate’s degree in HIM

Tools

Epic

Job description

FLSA STATUS
Non-exempt

QUALIFICATIONS

EDUCATION

• Associate’s degree in health information management or related field required or additional two years of experience (in addition to the minimum experience requirements listed below) in lieu of degree

EXPERIENCE

• One year of general clerical experience, medical record experience, and/or other related experience
• Experience working with document management strongly preferred

KNOWLEDGE AND ABILITIES

• Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations
• Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or security
• Ability to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles
• Demonstrates attention to detail and ability to distinguish between the various documents, those documents that do not require scanning or inclusion into the record, and those that should be classified as outside facility documents
• Ability to quickly learn new and updated computer applications and to rapidly navigate between applications
• Keyboarding proficiency
• Working knowledge of all the components of a medical record
• Maintains working knowledge of over 150 document types and ability to distinguish which documents should be indexed to a particular document type
• Working knowledge of electronic health records, document capture processes and auditing of proper placement of documents

ESSENTIAL FUNCTIONS

PEOPLE ESSENTIAL FUNCTIONS

• Promotes a positive work environment and contributes to a dynamic team focused work unit that actively helps one another to achieve optimal departmental and organizational results.
• Interacts with others in a supportive and respectful manner; communicates effectively with members of the team as well as internal and external customers.
• Takes initiative to help other team members when assigned duties are complete.

SERVICE ESSENTIAL FUNCTIONS

• Performs one or all of the following functions as needed to ensure document capture processes occur efficiently: Prepping Functions - Processes documents for scanning and indexing by determining which documents need to be scanned as part of the patient’s medical record, preparing the documents (e.g., removing staples, paper clips, etc.; applying correct labels), and sorting each document according to the correct patient encounter.
• Scanning Functions - Processes documents for indexing by performing daily maintenance on the scanner to ensure optimal image results, performing a check of the documents to ensure they are ready for scanning (e.g., ensuring all staples and paper clips have been removed; applying correct labels), creating an appropriate batch for scanning, and scanning each batch ensuring that documents are scanned correctly and moved to the correct status.
• Transcribing Orders Functions - Identifies physician order document types and transcribes required components in the Epic order entry function.

QUALITY/SAFETY ESSENTIAL FUNCTIONS

• Indexes all medical record documents to the appropriate patient medical record and visit, ensuring that each document is correctly assigned the appropriate document name and 100% of the medical record pages are processed/captured. Locates and enters missing data.
• Utilizes resources such as Master Document Listing, when necessary, to ensure accuracy of document type.
• Processes exception workbaskets, identifies poor image capture, clarifies unknown documents are identified and makes corrections when appropriate.
• Provides updated forms to an administrative user for update.
• Ensures all images are labeled with appropriate patient information.
• Validates images are correctly matched on the paper document and document imaging system.
• Adheres to department standards for productivity including workbasket expectations, timeliness, and quality.
• Follows department policies, procedures, and processes for prepping, scanning, indexing, and quality checking as appropriate to the role.

FINANCE ESSENTIAL FUNCTIONS

• Organizes time effectively, minimizing incidental overtime, and sets priorities.

GROWTH/INNOVATION ESSENTIAL FUNCTIONS

• Practices adaptability and flexibility in the face of changing demands.
• Takes initiative to contribute ideas and suggestions to improve work processes.

SUPPLEMENTAL REQUIREMENTS

WORK ATTIRE

• Uniform: No
• Scrubs: No
• Business professional: Yes
• Other (department approved): No

ON-CALL*

*Note that employees may be required to be on-call during emergencies (ie. Disaster, Severe Weather Events, etc) regardless of selection below.

• On Call* No

TRAVEL**

**Travel specifications may vary by department**

• May require travel within the Houston Metropolitan area No
• May require travel outside Houston Metropolitan area No

QUALIFICATIONS

EDUCATION

• Associate’s degree in health information management or related field required or additional two years of experience (in addition to the minimum experience requirements listed below) in lieu of degree

EXPERIENCE

• One year of general clerical experience, medical record experience, and/or other related experience
• Experience working with document management strongly preferred