What are the responsibilities and job description for the Release of Information Technician l - Medical Records - Full Time/Days - Req#2030365461 position at Antelope Valley Medical Center?
Job Objective:
Under the supervision of the Assistant Director of Health Information Services and under the direction of the Service Coordinator will perform a variety of duties related to record processing in one or more of the following functions: researching patient information; processing specific requests for release of information; data entry; prepping records and requests for records; scanning records and requests for records; and record retrieval, filing, and delivery. This position will maintain daily workflow while ensuring processing of record requests with a high level of quality.
Duties and Responsibilities:
Release of Information
- Responds to and processes specific written, phone, and walk-in requests for protected health information in an accurate manner as needed to meet the timeliness requirements for various request types.
- Demonstrates an understanding of the release of information process, including guidelines, regulatory manuals, facility policies, procedures and forms.
- Opens mail, researches patient information, prints master patient index, and prepares release of information requests for the scanning process.
- Logs requests in the release of information application.
- Copies, prints, or faxes the minimum necessary in response to requests for release of records or continued care.
- Answers telephones consistent with Service Excellence standards, addresses and/or routes calls appropriately and in a timely manner.
- Protects the confidentiality of primary and secondary health records and releases information as mandated by law, professional standards, and the hospital's policies.
Prepping
- Technically evaluates, preps, and processes documents in preparation for the scanning process while ensuring correct patient identification on each page of record.
- Processes photographs as defined in the guidelines.
- Removes staples, identifies poor originals, secures damaged or small documents.
- Prepares batches and completes appropriate information on cover sheet for each patient type.
Record Control
- Maintains and uses a variety of health information indexes, census, logs, storage, and retrieval systems. Researches, compiles and generates information related to same.
- Retrieves, reproduces, delivers and files health information throughout the facility and in offsite storage areas using numerical, alphabetical, and color coded systems.
Scanning
- Scans documents in a timely manner while verifying accuracy of preparation, quality, and potential scanning hazards.
- Maintains scanner and performs scanner maintenance processes.
- Assigns a batch identification number according to procedure.
Other Duties
- Assists hospital staff, medical staff, public, and patients.
- Performs transcription clerical functions.
- Plans, organizes, prioritizes, and coordinates work to achieve functional area goals and maximum productivity and efficiency on a day to day basis.
- Researches and enters patient data into various systems as defined by procedure.
- Technically evaluates, prepares, assembles, and processes documents in preparation for the scanning process while ensuring correct patient identification on each page of record.
Non-Essential Duties:
Accepts and carries out other miscellaneous duties and responsibilities as required for maintaining the services provided by Medical Records.
Knowledge, Skills and Abilities:
Knowledge
- Knowledge of Microsoft Office applications.
- Knowledge of department policies, practices and operations.
Skills
- Perform data entry accurately with use of a keyboard and mouse.
- Perform duties using computers and equipment required for scanning and indexing of documents
- Effective oral and written communication skills.
- Detail oriented and organized.
Abilities
- Ability to deal with multiple calls and walk in customers while promoting customer service.
- Ability to recognize colors associated with color-coded filing system.
- Ability to learn the advanced aspects of release of information processes and regulations.
- Ability to learn the advanced aspects of the various indexes, storage, tracking, and retrieval systems.
- Ability to retrieve, reproduce, deliver, track, and file records using various equipment and systems in the facility and offsite.
- Ability to review records and verify patient information.
- Ability to read documentation in chart.
AVH Values: All AVH employees will effectively demonstrate these values:
- Patients Come First – We listen actively and communicate with our patients and families, placing safety as a top priority.
- Accountability & Ownership – We fully complete tasks, are transparent, effectively communicate, and recognize that what we do reflects on us.
- Teamwork – We build trusting relationships, promote a sense of community, and are respectful of everyone. Success is about the whole team.
- Integrity & Honesty – We tell the truth at all times, speak up when something is wrong, and do the right thing when no one is looking.
- Excellence – We take pride in our work, are goal-oriented, and on a never-ending quest for top tier quality.
- Initiative & Innovation – Our can-do attitudes, creativity, and resourcefulness empower us to improve the patient’s experience, solve our own problems, make timely decisions, and look for opportunities to add value.
- Tenderness & Compassion – We have genuine empathy, show kindness, and encourage and advocate for each other.
Education and Experience:
Education
- High school graduate or GED equivalent.
- Completion of 1 semester of college level Medical Terminology or demonstrated proficiency as evidenced by related work experience.
Experience
- Prior experience working in an acute care hospital medical record department preferred.
Required Licensure and/or Certifications:
- None
AVH Conduct/Compliance Expectations:
- Ability to adhere with AVH Absenteeism and Tardiness Policy
- Ability to adhere with AVH Leaves of Absence Policy
- Ability to adhere with AVH Paid Time Off (PTO) Policy
- Ability to adhere with AVH Recording of Hours Worked Policy
- Ability to adhere to the department dress code
- Ability to organize work and establish priorities
- Ability to expand on own initiative in performance of duties
- Skill and ability to follow the telephone etiquette/standards
- Conforms to AVH Standards of Excellence
- Ability to function effectively under pressure and meet time parameters
- Ability to communicate effectively while maintaining good working relationships with co-workers, managers and other hospital staff
- Ability to adhere to the normal standards of courtesy and conduct as defined under the rules of hospitality at AVH
- Ability to maintain the confidentiality of patient, hospital and department information
- Ability to adhere to safety rules and regulations
- Safely and effectively uses all equipment necessary to carry out duties
- Ability to interpret and function under hospital and department policies and procedures
- Conforms with required and appropriate Joint Commission requirements
- Conforms with and supports hospital quality assurance and improvement guidelines
- Ability to participate effectively in department and hospital staff education
- Display a willingness to work as a team player
- Ability to give and support the highest level of patient/customer satisfaction at all times
- Supports and adheres to the values and mission statement established by the AVH Board of Directors
- Ability to demonstrate knowledge and understanding of the Compliance & Integrity Program and its established policies.
- Ability to follow the Code of Conduct
Physical Requirements and Working Conditions:
- Work is usually performed in a normal office environment and may require long periods in sedentary position performing one function.
- Trips within the facility and to onsite storage areas will be required to retrieve or deliver records.
- Frequent use of scanner, keyboard and video display terminal.
A detailed description of the physical requirements of this job is maintained in the Employee Health Department.
Education and Experience:
Education
- High school graduate or GED equivalent.
- Completion of 1 semester of college level Medical Terminology or demonstrated proficiency as evidenced by related work experience.
Experience
- Prior experience working in an acute care hospital medical record department preferred.
Required Licensure and/or Certifications:
- None
