Electronic Health Information Management; eHIM Specialist

Position Summary

To accurately retrieve and process medical records utilizing the electronic medical record (EMR) system. This includes, but is not limited to: scanning, indexing, transporting, and retrieving medical records within the facility and patient care areas to the EMR in a timely manner.

• Chart Pickup and Reconciliation: Locates and retrieves new discharged medical record from inpatient and outpatient areas. Process/prepare new discharged records to be scanned. Reconciles inpatient, day patient and ambulatory procedure discharges.
• Document Preparation and Scanning: Reviews and identifies that each patient contains the correct patient identifiers (MRN, HAR, CSN and Patient Name) and document identifier. Categorizes documentation by doctype and type of scanning workflow. Ensures that barcodes are being read by the scanner and pages are correctly being scanned without errors or misfeeds. Forwards unresolved issues to quality review at the completion of the work assignment.
• Indexing and Verifying: Maintains indexing categorization by ensuring that documentation is properly classified to the correct doctype in both scanning and inbound faxing workflows accurately and timely to ensure optimal support to the clinical teams.
• Quality Control and Error Queue Resolution: Performs quality control (100% review of all documents) to ensure the electronic document/image post to the correct patient’s visit, all pages are accounted for with corresponding images and the document posts to the correct location. Identify issues and errors with scanned images and electronic information reporting including marking the document for correction and/or notification to Data Integrity to correct.
• Record Retrieval and Filing: Locates, retrieves, and files medical records utilizing the terminal digit system and computerized chart location system in order to answer requests from medical, nursing, research and ancillary staff. Maintains and controls flow of information between the clinic and medical records for all appointments.
• Inbound Fax Queue Processing: Reviews inbound fax queues to identify indexing needs or redirection to the appropriate clinic for patient care support needs. Prioritizes documentation to ensure that results ordered to be performed externally are processed timely. Utilizes good judgement based on the content and/or of the remaining faxes to determine priority of processing as needed. Ensures that all faxes are processed timely to prevent impact on patient care.
• Missing Records Research: Researches missing records and provides them to clinic for patient care activities; this may include calling staff, going to staff offices or patient care areas and retrieving paper charts.
• Loose Filing Retrieval: Retrieves records and loose filing from designated areas for scanning for processing within the department. Delivers records or requested charts to appropriate locations.
• Patient Identifier Lookup: Performs daily patient identifier look up and sorting activities to support timely processing of documentation received.
• Productivity and QA Submission: Submits daily productivity statistics and performs quality assurance as requested.

• Performs as a back‑up to staff absences and vacancies, as necessary.
• Processes documentation for deceased patients, requests for merges, and pulls records from offsite storage as needed.

• Accountability: Accepts full responsibility for self and contribution as a team member; displays honesty and truthfulness; confronts problems quickly; displays a strong commitment to organizational success and inspires others to commit to goals; demonstrates a commitment to National Jewish Health.
• Adaptability: Maintain a perspective that is ready to change if needed for the common good of the work goals including adjusting to work structures, technologies, processes, job requirements, or cultures. Able to do other functions or scanning within the department when needed or requested.
• Attention to Detail: Accomplishing tasks by considering all areas involved, no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks;…