Hourly Wage Estimate: $19.29 - $25.80 / hour
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I. Position Summary: The HIM Specialist is responsible for maintaining accurate, complete, timely, and confidential electronic patient health records in the ONCO EMR. The specialist electronically files, indexes, scans, retrieves, and reviews clinical documentation; supports authorized access to records; and coordinates documentation completion in accordance with departmental policies and applicable privacy requirements. Job duties include:
· Electronically files and indexes records in the appropriate patient chart, document category, and encounter in ONCO EMR.
· Verifies patient identifiers, encounter dates, document type, and accuracy before attaching or retrieving electronic records.
· Reviews and electronically files incoming documents and loose documentation in the correct patient record and visit date.
· Scans, uploads, labels, and quality-checks documents in ONCO EMR according to departmental policy.
· Reviews electronic records for completeness, accuracy, legibility, and required documentation according to facility standards.
· Searches ONCO EMR and approved record sources to locate records requested by providers and other authorized requestors.
· Ensures electronic records and supporting documentation are accessible to authorized reviewers before scheduled visits.
· Supports accurate electronic patient chart and encounter creation; identifies potential duplicate records and follows established correction procedures.
· Tracks outstanding electronic documentation, filing queues, and requests; follows up on incomplete items.
· Provides authorized electronic access to, or secure transmission of, records requested for continuity of patient care.
· Identifies potential duplicate patient records or medical record numbers and escalates for review and correction according to policy.
· Demonstrates proficiency with ONCO EMR, electronic document management, scanning, secure fax, and office communication systems.
· Protects patient privacy and confidentiality; verifies authorization and follows established release-of-information procedures.
· Demonstrates the ability to work independently.
· Communicates work status to the Front Office Supervisor daily and promptly reports electronic filing backlogs, delays, errors, or system issues.
· Assists in other Front Office functions as needed.
· Prepares electronic medical records activity, completeness, and statistical reports as assigned.
· Processes medical record subpoenas and other legal record requests in coordination with authorized personnel and established procedures.
· Works closely with the Medical Coder and clinical team to identify missing documentation and support timely, accurate billing.
· Monitors unsigned or incomplete electronic notes and routes deficiencies to the appropriate provider for completion according to established guidelines.
· Other duties to be assigned as necessary.
· Maintains supplies and equipment needed for scanning and electronic records workflows.
· Answers telephone inquires and interacts with colleagues in a professional manner.
Presbyterian/St. Luke’s Medical Center and Rocky Mountain Hospital for Children expects our iCARE behavioral standards to be reflected in the way every employee interacts with co-workers, providers, patients & family members, and with others in the community.
· Integrity – We are honest and do what we say
· Compassion – We are sympathetic to the needs of others
· Accountability – We take ownership for how our actions and behaviors impact outcomes
· Respect – We value others and embrace diversity
· Excellence – We take personal pride in exceeding expectations
I. Position Requirements
A. Licensure/Certification/Registration: None
B. Education: High School diploma or equivalent.
C. Experience: Two years experience in hospital or outpatient medical records setting.
D. Special Qualifications: Basic understanding of medical terminology. Proficiency with electronic medical records, including ONCO EMR or ability to learn the system, electronic filing, scanning, and document indexing. Knowledge of Word and Excel required. Strong organizational skills, attention to detail, critical thinking, and ability to maintain patient confidentiality. Able to communicate effectively with patients, families, physicians, and other health care team members. Able to function as part of a multidisciplinary team to ensure quality patient care.
