Document Imaging Tech I - Medical Records - Part Time/Evenings - Req # 1996773701 - #9834977

Antelope Valley Medical Center

Date: 1 week ago
City: Lancaster, CA
Contract type: Part time
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 of Microsoft Office applications.
    • Knowledge of department policies, practices and operations.


    • 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.


    • 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:


    • High school graduate or GED equivalent.


    • 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.



    Education and Experience:


    • High school graduate or GED equivalent.


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

    Required Licensure and/or Certifications:

    • Valid driver's license required

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