Health Data Technician (Part-time)

About this role

• ##### **Summary** ##### **The Health Data Technician maintains medical records operations by following policies and procedures; reporting needed changes.
• Assists HIM Operations sections in release of information, prepping, scanning and indexing, analysis, and Birth/Death Registry with processes and procedures to comply with CRH policies, State and Federal policies, HFAP and HIPAA Statutes.** ##### **This position engages in direct customer service and must perform duties and conduct interpersonal relationships in a manner designed to project a positive image of the department and CRH.** ##### **Essential Duties and Responsibilities** ##### **1.
• Birth/Death Registry** * ##### **Ensure the Birth/Death Registry meets all statutory functions and guidelines as related to births, deaths, and fetal deaths.** ##### **2.
• Birth Registry** * Assure all live births are recorded as required.
• * Identify newborns and interview parent(s) for birth certificate information.
• * Assure birth certificates are signed by the physician/Director and delivered to the Health Information Management department in a timely manner.
• * Interview parents and complete Acknowledgment of Paternity forms.
• All supporting documents are mailed weekly to Virginia Paternity Establishment Program.
• * Enter completed birth certificates into the Virginia Department of Health Vital Records System and mail the paper certificate to the Office of Vital Records, Division of Health in Richmond, Virginia.
• * Complete Birth Verification Forms as requested.
• * Use the Department and State's Birth Registry Computer System in an effective and proficient manner.
• ##### **3.
• Quality** * Perform Quality on ALL birth worksheets for state statistical purposes.
• * Work with nursing to establish correct clinical data for statistical purposes.
• ##### **4.
• Acknowledgment of Paternity** * Establish the paternity of the child by providing legal documentation to be completed by the father of the child to determination paternity; mail all supporting documents to VVEST on a weekly basis.
• * Provide services to establish paternity at the local correction facilities.
• * Ensure all state and federal laws of establishing paternities are met.
• ##### **5.
• Death Registry** * Complete fetal, newborn, inpatient and ambulatory death certificates.
• * Complete the State Fetal Death Report and the hospital's Death Report.
• * Death certificates with funeral homes in Virginia, North Carolina, and across the United States.
• ##### **6.
• Additional Responsibilities** * Compile statistical data for management reporting, budgets and surveys.
• * Actively participate in service recovery and customer service activities to ensure a superior customer contact.
• * Adhere to CRMC's confidentiality policy for all information related to patients, family and friends, hospital employees, physicians and clients.
• * Maintain effective interdepartmental communication.
• ##### **7.
• Release of Information** * Responsible for the release of confidential information to authorized sources.
• This is a very sensitive position that requires extensive knowledge of legal requirements and policies and procedures dealing with release of confidential information.
• * Ensures all authorizations met the federal criteria for medical/surgical and psychiatric/substance abuse/AIDS/Hepatitis authorizations.
• This includes ensuring each and every request is valid according to federal and state criteria.
• * Interacts with requestors to identify medical records needed for patient care, review, billing, or release of information.
• * Performs self-quality checks on all work to assure accuracy of the release, confidentiality, proper invoicing and reconciliation.
• * Handles all requests and inquiries of patient health information whether received via mail, fax, phone or in-person.
• Verifies the patient identity and confirms the authorization is valid.
• Ensures the requesting party has a legal right to request a patient's medical information.
• ##### **8.
• Operations** ##### **Prepping Documents** * Reconcile the paper medical records with the hospital census to verify receipt of all records.
• Confirm the patient name, medical record number, and account number on every page in the chart, front and back.
• Add patient stickers to any forms missing demographic information.
• * Examine the quality of each page and stamp illegible documents with the "Poor Quality Original" stamp.
• * Ensure all pages are in the same and proper direction.
• * Repair forms as needed such as torn, wrinkled, folded and dog-eared pages.
• * Remove all staples and paper clips.
• * Identify and separate multi-part forms with the original being kept.
• * Separate and sequence perforated forms making sure the correct separator sheets are included with each section of the chart for scanning process.
• * Revise non-standard documents so they can be processed by the scanner (tape small paper or post-its onto letter size paper).
• * Print cover sheets for the proper patient and account number and add them to the chart to create a batch.
• ##### **9.
• Analysis** * Prepare certified letters of notification to physicians for delinquent medical records.
• * Scan requested/missing documentation into chart (H&P's, consults, studies, etc.).
• ##### **Service Excellence Standards** * ##### **Adhere to the Service Excellence Standards and Expectations at Chesapeake Regional Medical Center.** * ##### **Exhibit excellent customer relations to patients, visitors, physicians, and co-workers.** * ##### **Exhibit courteous communication skills and an ability to work with others, exercising good judgment in performance of job duties.** * ##### **Demonstrate courtesy, compassion, and respect to others in adherence of the hospital's philosophy and policy for promoting positive work and customer environments.** * ##### **Work as a team to continuously improve work quality.** * ##### **Demonstrate a commitment to flexible work schedules when it is necessary to ensure patient care.** * ##### **Present self in a positive manner as reflected by personal attire and etiquette.** * ##### **Attend required hospital-wide orientations, meetings, and in-services.** ##### **Reporting Relationships** ##### **Reports To:** **HIM Operations Manager** ##### **Supervises:** **None** ##### **Responsibilities:** **N/A** ##### **Qualifications** ##### **To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
• The requirements listed below are representative of the knowledge, skill, and/or ability required.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.** ##### **Minimum Required Education** ##### **Associate degree in Health Information Technology.** ##### **Experience** ##### **3+ years' experience in an acute care setting and a strong knowledge of medical record content and forms for inpatients and outpatients is required.** ##### **Preferred Certification** ##### **RHIT certification is preferred.** #### **Experience** Required * strong knowledge of medical record content and forms for inpatients and outpatients * 3 year(s): experience in an acute care setting #### **Education** Required * Associates or better in Health Information Management or related field Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws.

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