Record Management/Scanning Associate

ummh; United States; On-site; USD 27,000 - 37,000; Full time

Benefits offered by this job

Signing bonus

Job summary

UMass Memorial Health in Central Massachusetts is seeking a records clerk to support the document management workflow and ensure accurate patient data in the EMR.

The role emphasizes quality control, timely retrieval and delivery of records, and professional interaction with clinicians, as well as adherence to safety and department policies.

Qualifications

• Requires: High school diploma or equivalent.
• Preferred: Training in medical terminology.
• One year of general office experience is required.
• Proficiency with Microsoft Windows applications and basic computer skills.

Responsibilities

• Preps and/or completes the QC process to ensure correct patient name, MRN, account number, document type, and proper bar codes; files into the EMR.
• Follows QC correction process for incorrectly indexed documents.
• Maintains a 1–3 day Turn-Around-Time (TAT) and works backlog encounters.
• Arranges documentation in chronological date order, grouping like document types.
• Verifies scanned documents for quality, accuracy and missing pages.
• Retrieves, signs out, and delivers hybrid medical records for patient care, discharges, or studies in a timely manner.
• Retrieves discharge/encounters from units within 24 hours of discharge.
• Checks every page for misfiles and accuracy; verifies barcodes and document types.
• Maintains a professional demeanor when interacting with physicians and staff.

Skills

General office experience

Microsoft Windows

Customer service

Organizational skills

Attention to detail

Problem solving

Prioritization

Education

High school diploma or equivalent

Training in medical terminology

Tools

Microsoft Windows

Job description

Exemption Status: Non-Exempt

Hiring Range: $19.74 - $26.96

Please note that the final offer may vary within this range based on a candidate's experience, skills, qualifications, and internal equity considerations .

Schedule Details: Monday through Friday

Scheduled Hours: 2pm-10:30pm

Shift: 2 - Evening Shift, 8 Hours (United States of America)

Hours: 40

Cost Center: 99940 - 5466 Document Management

Union: SHARE (State Healthcare and Research Employees)

This position may have a signing bonus available a member of the Recruitment Team will confirm eligibility during the interview process.

Everyone Is a Caregiver

At UMass Memorial Health, everyone is a caregiver - regardless of their title or responsibilities. Exceptional patient care, academic excellence and leading-edge research make UMass Memorial the premier health system of Central Massachusetts, and a place where we can help you build the career you deserve. We are more than 20,000 employees, working together as one health system in a relentless pursuit of healing for our patients, community and each other. And everyone, in their own unique way, plays an important part, every day.

I. Major Responsibilities

• Preps and/or completes the QC process to ensure every page accurately identifies the correct patient name, Medical Record Number (MRN), account number, document type, appropriate bar code and good quality images are filed accurately into the EMR.
• Follows QC correction process for incorrectly indexed documents.
• Maintains a one (1) to three (3) day Turn-Around-Time (TAT) and works backlog encounters.
• Arranges documentation in chronological date order, keeping like document types together.
• Verifies scanned documents for quality, accuracy and missing pages, prior to accepting batches.
• Identifies errors on the documents are deleted from the batch and rescanned. Documents the errors on the batch cover sheet and re-routes to the lead for review, correction and rescanning.
• Retrieves, signs out, and delivers hybrid medical records as requested for patient care, discharges, correspondence, or studies in a timely manner.
• Retrieves discharge/encounters from units within 24 hours of discharge.
• Checks every page in the Medical record for misfiles, accuracy of patient name, appropriate barcodes, account number and document type.
• Inspects pages for torn edges, removes staples, fan folded sheets are perforated and pages are numbered.
• Reassigns records to Providers in a timely manner.
• Maintains a professional and courteous demeanor when interacting with physicians, inter- and intra-departmental personnel and other personnel.

Standard Staffing Level Responsibilities

• Complies with established departmental policies, procedures and objectives.
• Attends variety of meetings, conferences, seminars as required or directed.
• Demonstrates use of Quality Improvement in daily operations.
• Complies with all health and safety regulations and requirements.
• Respects diverse views and approaches, demonstrates Standards of Respect, and contributes to creating and maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients and visitors.
• Maintains, regular, reliable, and predictable attendance.
• Performs other similar and related duties as required or directed.

All responsibilities are essential job functions.

II. Position Qualifications

License/Certification/Education:

• Required: High school diploma or equivalent

Preferred:

• Training in medical terminology

Experience/Skills:

• Required: One (1) year general office experience
• Computer literate and proficient with Microsoft Windows applications.
• Excellent customer service skills with the ability to communicate efficiently.
• Exceptional organizational skills with attention to detail.
• Ability to problem solve, organize and prioritize workload to meet Turn-Around-Time (TAT) benchmarks.
• Ability to withstand significant level of on-going pressure, and ability to deal with individuals with tact, discretion and diplomacy.

Preferred:

• Medical record department or clinical setting.

Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.

Department-specific competencies and their measurements will be developed and maintained in the individual departments. The competencies will be maintained and attached to the departmental job description. Resp