8/3/2023

Document Imaging Analyst (FT)

POSITION SUMMARY

• To ensure the timely processing and completion of a complete and accurate patient record, the Analyst will be responsible for the following: ensuring receipt of all patient type patient records; preparing documents for scanning; scanning all records into One Content in a timely manner; assuring that all patient records are scanned into One Content with the highest level of quality possible; indexing all documents to the appropriate patient folder and ensuring each document is assigned the appropriate document name; reviewing each patient's record for incomplete or missing items and assigning deficiencies as appropriate.

• Performs clerical duties to complete and maintain birth records.

OVERVIEW

• The evaluation is to assure individual performance, departmental goals and organizational goals are aligned. It is designed to support communication between the manager and the employee. Employee perception of their own performance is very important. To maximize the benefit of this process, both the manager and the employee participate in the evaluation process.

QUALIFICATIONS

A. Knowledge, Skills and Abilities

- Excellent customer service skills.

- Reads and understands the English language.

- Ability to think critically and analytically with little or no supervision

- Ability to work effectively in situations of high stress and conflict and communicate goals and outcomes.

- Ability to process information and prioritize

- Possesses exceptional verbal and written communication skills

- Possesses independent work habits, is self-reliant and self-directed

- Ability to learn, adapt, and change as required by the job functions

- Ability to maintain absolute confidentiality of material and information accessed and reviewed

- Basic computer literacy

- Ability to move freely, reach, bend, and complete light lifting

- Ability to use good body mechanics while performing daily job functions and ability to follow specific OSHA guidelines

- Ability to maintain attendance to meet standard job practices

B. Education

- High School diploma or GED

C. Licensure

- None

D. Experience

- One year experience in health information services department preferred or similar medical office setting.

E. Essential Skills:

- Interpersonal skills

- Essential technical/motor skills

- Essential mental requirements/cognitive alertness

- Essential sensory requirements

- Essential physical requirements:

a) Sedentary: Exert up to 10 lb. of force occasionally and/or a minute amount frequently - 25-49%

b) Light: Exert up to 20 lb. of force occasionally and/or up to 10 lb. of force frequently - 25-49%

c) Medium: Exert 20 – 50 lb. of force occasionally and/or up to 15 lb. of force frequently - 1-24%

- Good verbal, written and computer communication skills

- Ability to work harmoniously with others

- Detail oriented

- Good eye and hand coordination

- Equipment used: computer, keyboard, scanner, phone

OTHER QUALIFICATIONS

A. Exposure to hazards (body fluid exposure level)

• Level III

B. Age of Patient Populations Served

• No patient contact - none

JOB SPECIFIC DUTIES AND PERFORMANCE STANDARDS

• Below are those tasks, duties, and responsibilities that comprise the means of accomplishing the position’s purpose and objectives. These are critical or fundamental to the performance of the position. They are the major functions for which the person in the position is held accountable. Following are the essential functions of the position, along with the corresponding performance standards.

o Professional Requirements as evidenced by:

 Maintains regulatory requirements including all state, federal, and accreditation regulations related to Health Information Services and, as appropriate, to the facility.

 Maintains patient confidentiality at all times. Complies with all HIPAA Policies and Procedures, specifically with the use of "minimum necessary information" to perform job duties.

 Maintains an organized and clean work area.

 Actively participates in performance improvement and continuous quality improvement activities.

 Must be familiar with the following Policy and Procedures: Administration, HIS, Infection Control, Emergency Preparedness and Safety, and HIPAA. Ensures compliance with policies and procedures.

• Categories of Responsibility for Prepping:

 Retrieves all records of discharged patients from all units on a daily basis (during work hours).

a. Requires transporting of medical records to and from the main facility building while maintaining confidentiality of records.

b. Requires light to medium amount of lifting and pulling of record cart.

 Checks daily discharge log to ensure receipt of all records and follows up on records not received reporting to the HIS Supervisor when unable to obtain a patient record within 48 hours.

a. Monitors the One Content “Wait For” queue and Paragon reports of discharged accounts.

b. Logs all fetal monitor strips received and boxes for storage. Requires light to medium amount of lifting boxes for storage.

 Checks each patient record for poor originals and copies pages when needed and/or sends back to the originating department for clarification.

 Confirms patient name and medical record number are on every page in the record, front and back.

 Removes all photographs, fetal monitors, and other difficult to scan documents from patient record.

 Prepares all documents by removing staples, paper clips, sticky notes, and rubber bands.

 Prepares all documents in date sequence from admission to date of discharge. Groups like documents together and assembles in appropriate order.

 Copies all damaged documents so that they can go through the scanning process without difficulty.

 Removes COLD fed documents from each record (for example: transcribed reports, laboratory reports or radiology reports).

 Securely attaches all rhythm strips and other small documents to paper for scanning.

 Identify and tape any torn edges.

 Prepares batch by placing batch cover sheet on each batch and placing rubber band around each batch.

 Retrieves loose reports daily, prepares for scanning, and creates a loose report batch of appropriate size.

 Places all batches in appropriate area for scanning daily as needed.

• Categories of Responsibility for Scanning:

 Perform daily maintenance of the scanner and cleans scanner on a periodic basis as assigned.

 Performs scanning process according to procedure and within established time frame.

 Verifies that each batch has been prepped appropriately, removing documents that cannot be scanned and removing staples, paperclips, etc.

 Assigns a batch label according to procedure.

 "Fans" the stack of documents to be scanned in order to make sure the documents separate easily to reduce misfeeds.

 Identifies pages that did not scan and flags for rescanning.

 Writes batch to correct work queue.

 Places completed batches in appropriate area for indexing.

 Ability to evaluate and process a minimum of 2000 pages per hour.

• Categories of Responsibility for Quality Control/Indexing:

 Monitor the manual indexing queue of unassigned images.

 Identifies documents that are of poor quality and marks for rescanning.

 Ensures that all scanned documents are positioned correctly and corrects those identified as incorrect.

 Indexes documents to correct encounter and document type.

 Performs indexing process: each document is indexed to the correct patient/encounter, each document is assigned the correct document name, and verify that bar-coded documents are correctly indexed.

 Review each electronic image within the batch. Compare with hard copy to confirm image quality, appropriate order, and appropriate rotation.

 Identifies when it is appropriate to split and merge documents.

 Correctly inserts pages/documents when and where appropriate.

 Correctly appends pages/documents when and where appropriate.

 Writes each indexed batch to the appropriate queue according to workflow procedure.

 Reviews assigned work queue(s) daily and ensures timely processing of all assignments in the queues.

 Ability to evaluate and process a minimum of 500 documents per hour.

• Categories of Responsibility for Deficiency Analysis:

 Selects appropriate assignments for analysis from work queues.

 Reviews each record for missing documents, missing signatures or missing text.

 Notifies appropriate departments as needed of missing information/documents.

 Assigns deficiencies to physician(s) according to procedure.

- Reviews Clinician Hub/Paragon Medical Records for clinical documentation notes.

- Reviews Speech Motion for dictation notes.

 Links signature deficiencies for COLD fed documents to correct physician, if applicable.

 Correctly identifies when dictation has not been done and assigns to the correct physician.

 Maintains analysis turnaround within required time frame.

 Reviews IP/OPO accounts for correct attending/admitting physician in Paragon caregiver tab.

 Assists physicians with questions regarding deficiencies and how to access assignments or complete deficiencies.

 Monitors reanalysis queue, ADI queue and physician decline queue daily and reassigns deficiencies when appropriate.

 Performs daily monitoring of transcription services in Speech Motion.

 Verifies physician dictation on the dictation system if physician indicates records have been dictated and dictated report is not in One Content.

 Performs performance improvement audits on patient charts as directed.

- Notifies Director of outstanding H&P’s and Operative Notes >24 hrs by placing account in the HIS: Director Review Queue.

 Assists in encouraging physician compliance with chart completion policies.

 Ability to evaluate and process a minimum of 30 IP/OPO/OPS accounts per hour and 50 ED record per hour.

 HIS Analysis Queues:

1) Analysis CL Queue

2) Analysis ED Queue

- Reviews for all documents including CPOE order, Patient Instructions/Transfer Form/Death Form, Nursing Notes, and ED provider notes

- Contacts ED Nurse Manager of missing scanned documents, ex., PIN

- Reviews Paragon or Clinician Hub for missing ED provider notes

3) Analysis OP LD Queue

4) Analysis OP Queue

- Reviews for Physician Order and appropriate test result(s).

- Identifies the account by placing a note in the reason field for missing information, ex., Missing Order.

- Notifies appropriate departments of missing information.

5) Analysis OPO Queue

6) Analysis OPS Queue

7) Analysis IP Queue

• Prepares birth certificates from admission records, information previously obtained from the mother, and information from the Labor and Delivery Unit. Visits mother after delivery as needed to review and obtain parent's signatures, exercising, courtesy and tact.

 Initiates and prepares birth certificates for all newborns with 100% accuracy.

 Visits mother to complete information for birth certificate within 48 hours of delivery when possible.

 Secures all necessary signatures for proper filing with local and state agencies.

• Inputs information on the infant into the computer and prepares related statistics for permanent records. Submits birth certificate and associated information to town clerk offices and Department of Vital Statistics by established deadlines.

 Newborn names are input into Paragon on a daily basis.

 Birth certificates submitted to Health Department on a weekly basis.

• Files birth information records and enters name of baby on pertinent records. Maintains master birth registry.

 Newborn birth certificate records are filed into the appropriate medical record and the name is written on the folder.

 The master birth registry is maintained accurately, clearly and completely.

• Types paternity, disclaimers and birth statements as requested. Handles notarization of affirmation or denial of paternity forms.

 Necessary statements are typed with accuracy and completeness.

 Notaries are notified with sufficient time of need for notarization of documents.

• Other duties and responsibilities

 Type or print fetal stillborn to local registrar.

 Complete fetal death certificates.

• Interacts with patients with social sensitivity in order to deal with delicate patient care matters.

 Offers assistance and guidance wherever necessary in order to complete a birth certificate with special needs.

 Maintains a commitment to patient confidentiality.

• Works independently and completes all tasks with minimal guidance from supervisor.

 Maintains current knowledge of rules and regulations on completion of birth certificate for response to any inquiries.

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Document Imaging Analyst

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