Description
JOB PURPOSE OR MISSION: Performs an assigned clerical task to assist with the coordination of medical records activities. Functions as Lead worker for assigned shifts, providing support and expertise to other workers.
PERFORMANCE CRITERIA
CRITERIA A: Everyday Excellence Values - Employee demonstrates Everyday Excellence values in the day-to-day performance of their job.
PERFORMANCE STANDARDS:
• Demonstrates courtesy and caring to each other, patients and their families, physicians, and the community.
• Takes initiative in living our Everyday Excellence values and vital signs.
• Takes initiative in identifying customer needs before the customer asks.
• Participates in teamwork willingly and with enthusiasm.
• Demonstrates respect for the dignity and privacy needs of customers through personal action and attention to the environment of care.
• Keeps customers informed, answers customer questions and anticipates information needs of customers.
CRITERIA B: Corporate Compliance - Employee demonstrates commitment to the Code of Conduct, Conflict of Interest Guidelines, and the GHS Corporate Compliance Guidelines.
PERFORMANCE STANDARDS
• Practices diligence in fulfilling the regulatory and legal requirements of the position and department.
• Maintains accurate and reliable patient/organizational records.
• Maintains professional relationships with appropriate officials; communicates honesty and completely; behaves in a fair and nondiscriminatory manner in all professional contacts.
CRITERIA C: Personal Achievement - Employee demonstrates initiative in achieving work goals and meeting personal objectives.
PERFORMANCE STANDARDS
• Uses accepted procedures and practices to complete assignments. Uses creative and proactive solutions to achieve objectives even when workload and demands are high.
• Adheres to high moral principles of honesty, loyalty, sincerity, and fairness.
• Upholds the ethical standards of the organization.
CRITERIA D: Performance Improvement - Employee actively participates in Performance Improvement activities and incorporates quality improvement standards in his/her job performance.
PERFORMANCE STANDARDS
• Optimizes talents, skills, and abilities in achieving excellence in meeting and exceeding customer expectations.
• Initiates or redesigns to continuously improve work processes.
• Contributes ideas and suggestions to improve approaches to work processes.
• Willingly participates in organization and/or department quality initiatives.
CRITERIA E: Cost Management - Employee demonstrates effective cost management practices.
PERFORMANCE STANDARDS
• Effectively manages time and resources
• Makes conscious effort to effectively utilize the resources of the organization — material, human, and financial.
• Consistently looks for and uses resource saving processes
CRITERIA F: Patient & Employee Safety - Employee actively participates in and demonstrates effective patient and employee safety practices.
PERFORMANCE STANDARDS
• Employee effectively communicates, demonstrates, coordinates and emphasizes patient and employee safety.
• Employee proactively reports errors, potential errors, injuries or potential injuries.
• Employee demonstrates departmental specific patient and employee safety standards at all times.
• Employee demonstrates the use of proper safety techniques, equipment and devices and follows safety policies, procedures and plans.
• Consistently looks for and uses resource saving processes
JOB FUNCTIONS
ESSENTIAL JOB FUNCTIONS include, but are not limited to:
1. Performs a designated function, which may include locating, recording, retrieving or filing medical records as assigned.
PERFORMANCE STANDARDS:
• Establishes and maintains assigned files and records on an ongoing basis.
• Files and records portions of records according to department procedure and with 100% accuracy.
• Files records in appropriate location using established department procedures.
• Demonstrates good number identification skills, and color recognition for records filed by number and color-coded for ease of filing.
• Identifies self and department when answering the telephone, and uses appropriate telephone etiquette 100% of the time.
• Accurately records telephone information and/or transfer calls correctly 100% of the time.
• Completes all task scheduled during the shift 100% of the time.
• Advises supervisor of situations requiring follow-up attention.
2. Performs multiple functions involving locating, recording, delivering, assembling, retrieving and filing of medical records as assigned.
PERFORMANCE STANDARDS:
• Demonstrates an ability to assemble and maintain records appropriately.
• Demonstrates a working knowledge of all medical record indices and computer systems as required for the accurate retrieval and location of patient records.
• Consistently coordinates work to achieve maximum productivity and efficiency during the assigned shift.
• Consistently demonstrates the ability to recognize, establish and deal with priorities for multiple medical record assignments.
• Processes all assigned medical records for completion within one workday as assigned.
• Locates and retrieves incomplete records 100% of the time as requested.
• Accurately updates information on the computer for records as assigned.
• Files dictation with an accuracy rate of 100% as assigned.
• Consistently assembles, analyzes and reviews medical records of discharged patients to ensure compliance with departmental policy and regulatory requirements as assigned.
3. Functions as Lead worker for designated clerical workers.
PERFORMANCE STANDARDS:
• Assigns work to HIM Specialists on each assigned shift, based on workload, individual proficiency, skill level, experience, speed, etc., to maximize efficiency and effectiveness of department in completing tasks.
• Monitors workflow, ensuring timely receipt and turnaround of charts within established parameters.
• Ensures work is completed correctly, according to departmental standards.
• Assist with transcription (stat dictations assigned and completed) as needed to ensure smooth functioning of department.
• Helps physicians with completing records as needed and addresses any HIM issues that physicians may have on weekends.
4. Performs all other duties as assigned.
EXPERIENCE REQUIREMENTS
One year of medical records experience preferred.
EDUCATIONAL REQUIREMENTS
High school graduation preferred.
SPECIAL SKILL, LICENSE AND KNOWLEDGE REQUIREMENTS
HIPAA REQUIREMENTS:
Maintains knowledge of and adherence to all applicable HIPAA regulations appropriate to Job Position including but not limited to: Medical records w/out limitation both paper and electronic, patient demographics, patient information related to surgery or appointment schedules, information related to patient location, religious beliefs, lab or radiology results, medical records related to quality/data.
SAFETY REQUIREMENTS:
Maintains knowledge of and adherence to all applicable safety practices appropriate to Job Position including but not limited to: Incident reporting, PPE, exposure control plans, hand washing, environment of care.
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