HIM Proc Associate II - Lawrence General Hospital

Join us at Holy Family Hospital

Our two campuses in Methuen and Haverhill have a total of 320 beds, and we are a full-service, acute care hospital offering comprehensive inpatient medical/surgical units, outpatient care, and 24/7 emergency services. We have three behavioral health units: cardiac telemetry, and critical care service lines. Our Haverhill campus offers all private rooms, and our Methuen campus offers a new state-of-the-art catheterization suite and Joint Center of Excellence, named as a Blue Cross Blue Shield Blue Distinction+ Center for Knee and Hip Replacement.

Job Description:

• Follows appropriate lines of communication to effectively resolve difficult patient/family/physician/ staff situations.
• Responds promptly and courteously to customer/ patient requests.
• Communicates effectively with internal and external customers with respect of differences in cultures, values, beliefs and ages.
• Respects patient/customer privacy and confidentiality
• Accepts responsibility and accountability for own actions with appropriate follow through. Fulfills commitments.
• Consistently presents a positive attitude in working with internal and external customers.
• Demonstrates service excellence skills to support high level patient satisfaction as defined by department manager.
• Responds appropriately and immediately in emergency situations.
• Maintains a safe and healthy environment for patients, visitors, or/or staff to provide the highest level of physical comfort and minimize risk of injury
• Ensures compliance with regulations to maintain accreditation, licensure and certification
• Completed all Hospital and Department Specific Mandatory requirements in the prior calendar year.
• Demonstrates knowledge and follows JCAHO Patient Safety Goals. Supports department specific patient safety and quality initiatives as defined by department manager.
• Understands and adheres to Steward Health Care's compliance standards and policies as they appear in Stewards' Corporate Compliance Program, Code of Conduct and Business Ethics; sponsors and implements initiatives to achieve the System's compliance goals.
• Models behavior consistent with Steward's Corporate Compliance Program, Code of Conduct and Business Ethics; ensures that staff are trained and evaluated on their knowledge of and adherence to compliance policies and standards specific to their jobs.
• Supports hospital and system-wide patient quality and safety practices as identified by National Quality Forum, JCAHO and system-wide Quality and Safety Plan.
• Fosters interdisciplinary, collaborative relationships within the department and the organization
• Works cooperatively and collaboratively building a positive team spirit.
• Makes timely and appropriate decisions in the face of conflicting demands and interests
• Is open, honest and trustworthy; able to acknowledge making a mistake.
• Follows hospital standards of work (i.e., dress code, name badge, and parking).
• Supports patient care needs in adhering to attendance policies with regards to tardiness, absences, and vacation scheduling.
• Utilizes the departmental process to find the most appropriate solution to challenges.
• Maintains the manual MPI back-up systems, including microfilm, hard copy reports, and microfilm readers.
• Prints and reviews the Meditech Edit Transaction Log report on a daily basis. Reviews all MRUNs assigned by Registration staff the previous day to detect any duplicate MRUN assignments
• Consolidates duplicate MRUN assignments in both the MPI and in the patient’s medical record folder.
• Maintains quality improvement monitoring logs and reports (MPI Duplicate MRUN Log) on a daily basis.
• Maintains and processes Remote Authentication Logs and a daily basis
• Effectively communicates with MPI Coordinators at other Steward facilities on an as-needed basis
• Logs in and out all requests for Protected Health Information (PHI) using the CORTRAK Correspondence management System according to policy and procedure.
• Maintains the Cortrak database. Primarily: combining duplicate requestors, identifying problems with receivable functionality. Maintains error log.
• Maintains a current portfolio of all correspondence letters (past & present). Reports/suggests updates needed to manager. Provides statistical reports to manager on weekly basis.
• Reviews all requests for and ensures that proper authorization to disclose the information has been received, as needed. Returns defective requests for .
• Reviews each record for content of highly confidential information and handles appropriately.
• Responds to all routine written requests within seven (7) working days of receipt.
• Responds to all routine fax requests within 24 hrs. of receipt.
• Responds to all walk-ins seeking access to immediately.
• Responds to all telephone requests within a timeframe consist with the urgency of the request.
• Meticulously reviews and prepares copies of medical records in response to subpoena and court order requests including coordination of certification signature and delivery to court. Reviews status of all pending subpoenas or court orders prior to any time off.
• Refers any potential medical/legal issues to the Supervisor, Director and to Risk Management if necessary.
• Coordinates the photocopying of medical records with Copy Support Clerk and others involved in copying assistance.
• Coordinates retrieval of images from microfilm using the Papervision indexing system and reader/printers
• Verifies that all appropriate outpatient records are received in the MRD from the department providing the service by reconciling the appropriate reports (sdc, woc, medcl) with the days visits and notes status (Inpt, unavailable, missing). Ensures all visits are accounted for.
• Signs out (logs in) all visits being analyzed in Meditech and returns (logs out) all visits upon completion. Returns & files charts in appropriate location (Inc, Inpt stg., processing, perm.).
• Assembles visits in record folders. Inter-files all late-arriving reports & paperwork into the correct chart order.
• Verify’s the ADT on dictated reports and reports errors to the MT coordinator for correction.
• Demonstrates thorough understanding of the Meditech chart deficiency management application.
• Reviews medical record documentation in each chart against a set of established standards and records variations/omissions in the chart deficiency module.
• All appropriate outpatient records are analyzed and completed within five (5) days or less of discharge.
• Demonstrates organizational competency by completing reconciliation and productivity as outlined.
• Assists in conducting incomplete file audits as often as needed.
• Retrieves and delivers medical records to nursing units and/or Emergency Department in a prompt and professional manner. Routine requests delivered within 20 min.; STAT requests within 5 min.
• Files records into Permanent File, Inpatient Staging, Incomplete Room and other medical record shelves by terminal digit.
• Ability to identify existing medical record number from microfilm during downtime.
• Competent in transcription processes including: report search (Meditech EMR), filing, obtaining all information requested for STAT dictations and working with Transcription Service to ensure efficient processing of Transcribed reports

• Qualifications:
• Previous hospital medical record experience preferred.
• Discharge analysis knowledge of documentation requirements, release of information, and physician suspension process.

• Medical terminology knowledge preferred.
• Strong organizational skills with ability to work in a fast paced, productivity-oriented environment required.
• Excellent interpersonal/communication skills required.