Document Imaging Technician I

Brief Description

Job Objective:

Under the supervision of the Assistant Director of Health Information Services and under the direction of the Service Coordinator will perform a variety of duties related to record processing in one or more of the following functions: record retrieval, filing, and delivery; researching patient information; prepping records; scanning records; release of information; purging and data entry. This position will maintain daily workflow, ensuring timely processing of records with a high level of quality.

Duties and Responsibilities:

Record Control

• Maintains and uses a variety of health information indexes, census, logs, storage, and retrieval systems. Researches, compiles and generates information related to same.
• Retrieves, reproduces, delivers and files health information throughout the facility and in offsite storage areas using numerical, alphabetical, and color-coded systems.
• Retrieves and reconciles daily discharge records to ensure timeliness of prepping, scanning, and indexing processes.
• Drive hospital vehicle to offsite storage and other facilities for transportation of records following defined transport guidelines.
  
  

Purging

• Based on defined guidelines, decipher if records should be retained or purged.
• Purges records based on defined criteria.
• Retained records will re-filed on shelving units at offsite storage.
• Purged records identified for destruction will be maintained in a separate holding area at offsite storage, designated documents transported to main office for review, then records identified for destruction moved to shred-it bins on destruction approval dates identified by Service Coordinator.
  
  

Data Entry

• Enters data into computer system based on procedures for destruction.
• Enters data in a timely and accurate manner.
• Returns incomplete or questionable records to Service Coordinator for final disposition before entering data.
  
  

Prepping

• Technically evaluates, assembles, and processes documents in preparation for the scanning process while ensuring correct patient identification on each page of record.
• Processes photographs and cold feeds as defined in the guidelines.
• Removes staples, identifies poor originals, secures damaged or small documents.
• Prepares batches and completes appropriate information on cover sheet for each patient type.
  
  

Scanning

• Scans documents in a timely manner while verifying accuracy of preparation, quality, and potential scanning hazards. Writes batches to correct work queue.
• Maintains scanner and performs scanner maintenance processes.
• Assigns a batch identification number according to procedure.
  
  

Release of Information

• Copies, prints, or faxes pertinent records in response to requests for release of records or continued care.
• Documents or communicates requests or releases of records in appropriate system or to appropriate staff.
• Protects the confidentiality of primary and secondary health records and releases information as mandated by law, professional standards, and the hospital's policies.
  
  

Other Duties

• Assists hospital staff, medical staff, public, and patients.
• Performs transcription clerical functions.
• Plans, organizes, prioritizes, and coordinates work to achieve functional area goals and maximum productivity and efficiency on a day-to-day basis.
• Researches and enters patient data into various systems as defined by procedure.
• Answers telephones consistent with Service Excellence standards, addresses and/or routes calls appropriately and in a timely manner.
  
  

Non-Essential Duties:

• Accepts and carries out other miscellaneous duties and responsibilities as required for maintaining the services provided by Medical Records.
  
  

Knowledge, Skills and Abilities:

Knowledge

• Knowledge of Microsoft Office applications.
• Knowledge of department policies, practices and operations.
  
  

Skills

• Perform data entry accurately with use of a keyboard and mouse.
• Perform duties using computers and equipment required for scanning and indexing of documents
• Effective oral and written communication skills.
• Detail oriented and organized.
  
  

Abilities

• Ability to recognize colors associated with color-coded filing system.
• Ability to learn the advanced aspects of the various indexes, storage, tracking, and retrieval systems.
• Ability to retrieve, reproduce, deliver, track, and file records using various equipment and systems in the facility and offsite.
• Ability to review records and verify patient information.
• Ability to drive hospital vehicle to offsite storage areas and facilities for record transport.
  
  

AVH Values: All AVH employees will effectively demonstrate these values:

• Patients Come First – We listen actively and communicate with our patients and families, placing safety as a top priority.
• Accountability & Ownership – We fully complete tasks, are transparent, effectively communicate, and recognize that what we do reflects on us.
• Teamwork – We build trusting relationships, promote a sense of community, and are respectful of everyone. Success is about the whole team.
• Integrity & Honesty – We tell the truth at all times, speak up when something is wrong, and do the right thing when no one is looking.
• Excellence – We take pride in our work, are goal-oriented, and on a never-ending quest for top tier quality.
• Initiative & Innovation – Our can-do attitudes, creativity, and resourcefulness empower us to improve the patient’s experience, solve our own problems, make timely decisions, and look for opportunities to add value.
• Tenderness & Compassion – We have genuine empathy, show kindness, and encourage and advocate for each other.
  
  

Education and Experience:

Education

• High school graduate or GED equivalent.
  
  

Experience

• Prior experience working in an acute care hospital medical record department preferred.
  
  

Required Licensure and/or Certifications:

• Valid driver's license required
  
  

AVH Conduct/Compliance Expectations:

• Ability to adhere with AVH Absenteeism and Tardiness Policy
• Ability to adhere with AVH Leaves of Absence Policy
• Ability to adhere with AVH Paid Time Off (PTO) Policy
• Ability to adhere with AVH Recording of Hours Worked Policy
• Ability to adhere to the department dress code
• Ability to organize work and establish priorities
• Ability to expand on own initiative in performance of duties
• Skill and ability to follow the telephone etiquette/standards
• Conforms to AVH Standards of Excellence
• Ability to function effectively under pressure and meet time parameters
• Ability to communicate effectively while maintaining good working relationships with co-workers, managers and other hospital staff
• Ability to adhere to the normal standards of courtesy and conduct as defined under the rules of hospitality at AVH
• Ability to maintain the confidentiality of patient, hospital and department information
• Ability to adhere to safety rules and regulations
• Safely and effectively uses all equipment necessary to carry out duties
• Ability to interpret and function under hospital and department policies and procedures
• Conforms with required and appropriate Joint Commission requirements
• Conforms with and supports hospital quality assurance and improvement guidelines
• Ability to participate effectively in department and hospital staff education
• Display a willingness to work as a team player
• Ability to give and support the highest level of patient/customer satisfaction at all times
• Supports and adheres to the values and mission statement established by the AVH Board of Directors
• Ability to demonstrate knowledge and understanding of the Compliance & Integrity Program and its established policies.
• Ability to follow the Code of Conduct
  
  

Physical Requirements and Working Conditions:

• Work is usually performed in a normal office environment and may require long periods in sedentary position performing one function.
• Transporting records or boxes of records within the facility and to onsite storage areas will be required to retrieve or deliver records.
• Frequent use of scanner, keyboard and video display terminal.
• Driving a hospital vehicle in order to transport records.
  
  

A detailed description of the physical requirements of this job is maintained in the Employee Health Department.

Requirements

Education and Experience:

Education

• High school graduate or GED equivalent.
  
  

Experience

• Prior experience working in an acute care hospital medical record department preferred.
  
  

Required Licensure and/or Certifications:

• Valid driver's license required