HIM Specialist at Woburn

Job Description

  Visiting Nurse Association of Boston

  Position Description

 

Position Title: HIM Specialist  Dept:  Operations

Reports To:  HIM Manager     Grade:  A 

 

Supervise:  N/A    Job Code: 

 

Purpose of Position: Obtains Medical Doctor (MD) Orders and Face to Face (F2F) attestations and maintains orders system to assure documentation requirements are met and documents are available for all patients in compliance with regulatory and agency requirements. Supports the clinical operations in each district, through knowledge of medical records process and MD orders/F2F attestation process.  Works with manager to achieve and assure integrity and security of patient information and the medical record for all patients.

 

Accountabilities:

 

Performs MD orders daily.  (60%)  E

Works within excel documents to track outstanding MD Orders and F2F attestations identifying  those completed  and those outstanding.

Identifies plan of improvement to maximize compliance and minimize areas outstanding

Achieves individual success targets weekly that support agency benchmarks

Develops and maintains excellent communication with physician offices using  superior customer service skills.

Develops relationships within MD office practices to promote success of document retrieval

Accountable for the understanding of what constitutes a complainant 485, 110, and/or  F2F attestation

Understands and executes knowledge of required documentation needed to meet regulatory requirements of MD Orders and F2F

Reviews completeness of documents sent and received

Uses Horizons, electronic medical record and Outlook to investigate patients with outstanding  orders

Follows HIPAA/HITECH  agency policy including  rules for  emailing patient information outside of VNA systems unless encrypted or with written consent of patient/authorized person 

Performs mail out procedure and maintains tracking system

Works within departmental processes and practices to track all required documents for eMR  and regulatory standards including physician orders, F2F attestations and other documents as  needed

Follows up and resolves orders returned as “Not my Patient" from physician offices, identifies accurate physician and makes appropriate notifications to care providers and updates data in system as appropriate

Maintains data base to communicate to other MD order staff on changes in physician, outstanding documents and other pertinent info

Works within excel application to identify changes in MD identification and makes appropriate notification to all appropriate staff (clinicians, MDO, CI, Referrals, etc.)

Processes orders through Web Chart including rejected orders and follow up to  notify appropriate staff of rejections per established processes.  Identifies risk of rejected orders to appropriate individuals responsible for oversight of patient record.

Covers for HIM  Group Leader as assigned

Prints out 485’s and 110’s in accordance with established practices and processes

Monitors MDO/F2F for completion and prints out conforming documents for MD date and signature

Performs miscellaneous Power Point, Word  and Excel processing activities when needed

Participates in continuing education as needed 

Learns and implements new processes related to position

Works with manager to identify improvements in processes and practices to support agency  compliance and success

 

Performs Medical Record processes  (2%)  E

• Understands and values patient’s ownership of medical record
• Understands and implements best practices surrounding protection of patient information and accuracy in obtaining, retaining and storing patient information
• Prints out a complete medical record with appropriate permissions
• Follows agency policy on what constitutes a complete medical record in printing medical records upon request by appropriate agency personnel within guidance of agency policy
• Reports any inappropriate requests of access to manager immediately
• Scans/Prints/Stores documents using Doc Star system with required accuracy
• Participates in scanning and retrieval of patient documents within DocStar system as needed

 

 

Produces reports and takes action as needed.  (25%)  E

• Reports any breaches of privacy/security and takes action to minimize further damage  

  immediately

• Reports weekly to manager on outstanding Orders with plan of improvement for those outstanding documents and barriers to success with appropriate corrective action plans repeat
• Maintains the printing of all outstanding orders that have not been printed using “Orders not Printed Report" weekly
• Using Excel prints Final Claims Report and sorts to obtain orders that MRR/MDO staff are responsible for obtaining
• Uses MD Orders dash to see amount of outstanding orders dollar totals and sorts for easier access and prioritizing plans of action
• Research and resolve Web Chart issues as needed
• Research and resolve outstanding orders problems
• Achieves weekly targets set by management

 

 

Collaborates to determine bulk mailing options and site visit coordination.  (5%)

 

• Makes weekly site visits to MD offices if needed using personal vehicle.
• Monitors and evaluates system with feedback from customers and district management.

5.  Performs other duties as assigned and complies with all policies and procedures of the Agency and other regulators.  (8%)

 

• Attends departmental meeting monthly to obtain all needed information and education regarding integrity of patient’s medical record, security and privacy protection requirements and obtain updated information from manager to support HIM systems
• Participates in Webinars when needed
• Stays current in HIPAA and HITECH regulatory requirements by attending annual Corporate Compliance training and other agency education as required 
• Participates in activities that enhance self-competence and the agency’s performance improvement program

 

Educational/Professional Requirements: Associates Degree required, Bachelors degree preferred;  Experience in secure document transmission, retrieval, maintenance and HIM preferred; Two years previous office experience; Detail-oriented with excellent organizational and communications skills; Knowledge of medical terminology preferred; Proficiency in use of Excel, Word, Email, Outlook and other office software.

Physical Demands:

 

Sitting;  4.  Lifting (0-25lbs);  5.  Carrying;  10.  Stooping;  14. Reaching; 15.  Handling;  16.  Fingering; 

18.  Talking;  19.  Hearing;  21.  Near acuity;  22.  Far acuity;  25.  Color vision; 

27.  Coordination of eye / hand / foot controls.

 

Approvals:

 

 

____________________________________    __________________________ 

(Department Head)  (Date)

 

 

____________________________________  __________________________ 

(Vice President)  (Date)

 

   

____________________________________  __________________________

(Vice President of Human Resources)  (Date)

 

 

 

09/13

Job Requirements

Educational/Professional Requirements: Associates Degree required, Bachelors degree preferred;  Experience in secure document transmission, retrieval, maintenance and HIM preferred; Two years previous office experience; Detail-oriented with excellent organizational and communications skills; Knowledge of medical terminology preferred; Proficiency in use of Excel, Word, Email, Outlook and other office software.

Country: USA, State: Massachusetts, City: Woburn, Company: VNA of Boston.