Job Description

TITLE: Health Info Clerk Shift : AM hours M F 7:00 am 3:30 pm Location: 12401 Washington Blvd., Whittier 90602, Shannon Tower, Lower Level, HIM Department POSITION SUMMARY The Health Information Clerk (HIC) works under general supervision to process information into the patient s health record. The HIC prepares, scans, indexes and quality checks medical records and documents. This position may be requested to float between departments and periodically travel offsite within the physicians group. SPECIFIC SKILLS SPECIFIC SKILLS NEEDED 1. Knowledge of medical terminology. 2. Ability to work effectively with others in an environment involving a high level of activity and in situations with tight deadlines. 3. Adaptability, accuracy and efficiency. 4. Strong computer skills (data entry and typing) and Office technology skills (Copier/Scanner/Fax) 5. General knowledge of Electronic Health Record (EHR), computerized practice management and other record keeping systems. 6. Honest, dependable, and conscientious. EDUCATION/EXPERIENCE/TRAINING Required: High school graduate or equivalent with two (2) years of experience in an office setting or college degree with no experience. Previous medical records department or medical office experience including knowledge of medical terminology Preferred: Minimum one (1) year of hospital and/or physician office experience Basic Windows software and mouse skills Formal training will be indicated by a graduation certificate from an accredited Medical Assistant program Familiarity with computers Valid California driver s license, motor vehicle insurance and current registration. DUTIES AND RESPONSIBILITIES 1. Safeguards and preserves the confidentiality of patient s protected health information in accordance with State and Federal (HIPAA) regulatory requirements, hospital and departmental policies. 2. Ensures a safe patient environment and adherence to safety practices per policy. 3. With consideration to age, employee utilizes the approved process to resolve biophysical, psychological, educational and environmental needs of patient/significant other when administering care. 4. Essential to the provision of community benefits as an expression of our charitable healthcare mission and purpose, each manager/supervisor is committed to the delivery of high quality, compassionate Job Title: Health Information Clerk Revised from: August 2014 2 healthcare and is further committed to supporting the strategic direction of community benefits within PIH Health and its affiliates. (Applies to management positions.) 5. Demonstrate proficiency in all aspects of the practice management computer system and the EHR computer system functionality. 6. Print, verify and pull appointment charts by assigned time. 7. Maintain competency with the established filing system and assist with filing of charts. 8. Scan and index charts into EHR system by assigned appointment time per set guidelines. 9. Scan and index paper documents that are received in department per set guidelines. 10. Ensures scanning equipment is properly cleaned and maintained. 11. Sort incoming mail and scan/index documents per set guidelines. 12. Performs quality check of scanned records/documents in the system. Ensures each document is present in the system and was scanned to the correct account number. Ensures each document in the medical record belongs to the correct patient being checked. Ensures each document is legible based on the legibility of the original document. 13. Process back scanning in accordance with set timeframes. 14. Demonstrate a thorough knowledge of department locations throughout the organization. 15. Maintain control of records at all times using the log-in/log-out system. 16. Meet Meaningful Use (MU) requirements set by the organization by performing specific job functions. 17. Operates the office equipment and software normally used in routine daily work including the photocopy machine, facsimile equipment, computers, printers and telephones. Software includes chart tracking programs and electronic health information either in a database or scanned. 18. Demonstrates a consistent level of performance; strives to maintain a steady level of productivity and provides consistent effort. 19. Understands department operations, policies and procedures and can apply them to any situation. 20. Abides by and strongly enforces all compliance requirements and policies and performs his/her responsibilities in an ethical manner consistent with the organization values. 21. Performs other related duties as needed/assigned or directed. TEAMWORK/CUSTOMER SERVICE RESPONSIBILITIES 1. Customer Service Values and Behaviors: 1.1 Value: Each person is treated with respect, dignity, fairness and compassion. Behavior: Performance is acceptable when everyone is promptly greeted with a smile in a warm and caring manner using the person s name whenever possible. No matter how I feel, I display a caring attitude. 1.2 Value: Each person displays loyalty and pride in PIH Health and upholds the confidentiality of patients, visitors, physicians, and co-workers. Behavior: Performance is acceptable when concerns/problems with fellow employees and customers are not discussed with anyone other than the person involved or the supervisor. Customer issues and ideas are listened to and appropriate follow up occurs to create a satisfied customer. I do not make excuses. I do not demean other people or departments. 1.3 Value: Each person demonstrates commitment to open communication. Behavior: Performance is acceptable when openness and acceptance of constructive criticism occurs. Positive communication occurs by complimenting and expressing appreciation to others. I will listen and encourage others to express ideas and opinions. 1.4 Value: Each person demonstrates pride in the physical appearance of all PIH Health properties. Behavior: Performance is acceptable when the initiative is taken to maintain a clean and safe environment. I conduct myself in a manner which respects and preserves equipment and Job Title: Health Information Clerk Revised from: August 2014 3 the physical plant. I do not walk by spills, trash or unsafe conditions without assuring that they are attended to promptly by me or appropriate personnel. PERSONAL QUALITIES Ability to recognize differing values and is culturally sensitive. Ability to make good decisions, set priorities and follow through on assigned tasks. Effective time management skills and sound work ethics. Flexible, adaptable (remain calm in stressful situations). Personable, courteous, punctual, honest. Professional appearance and attitude. Commitment to the organization for which you work. Ability to maintain strict confidentiality. Interacts in a professional, courteous and patient focused manner with all members of the organization

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