This position is responsible for all activities that enable protected health information (PHI) to undergo processing and committal to permanent electronic storage in the Electronic Medical Record (EMR), while preserving the integrity of patient’s Legal Health Record (LHR) for future retrieval and accessibility. Maintains a positive and professional relationship with all departments and physicians to ensure continuity and the highest quality of patient care. Able to perform multiple tasks with frequent interruptions, maintain the privacy and confidentiality of patient records, and utilize multiple computer systems to perform daily tasks. Responsible for processing a wide variety of internal and external medical records requests in compliance with HIPAA and HITECH regulations, policies, and state law.

This position is responsible for all activities that enable protected health information (PHI) to undergo processing and committal to permanent electronic storage in the Electronic Medical Record (EMR), while preserving the integrity of patient’s Legal Health Record (LHR) for future retrieval and accessibility. Maintains a positive and professional relationship with all departments and physicians to ensure continuity and the highest quality of patient care. Able to perform multiple tasks with frequent interruptions, maintain the privacy and confidentiality of patient records, and utilize multiple computer systems to perform daily tasks. Responsible for processing a wide variety of internal and external medical records requests in compliance with HIPAA and HITECH regulations, policies, and state law.

• Work in conjunction with Compliance, Legal, & IT, to provide oversight for:

1. Protecting the informational privacy of patient-related data
2. Ensuring the integrity of information; and
3. Ensuring the availability of information to the appropriate individuals in a timely manner.

• Develop and oversee a process for ULP release of information requested from all requestor types:
  • A standardize process where requestors can submit ROI and appropriate release is submitted (fax, email, within Epic).
  • Work with vendor to create a pathway for medical records.
  • Track patients who are requesting multiple copies and implement appropriate fee for medical records, if applicable.
  • Maintain and oversee policies and procedures in conjunction with Compliance and Legal for Medical Record release and fee schedule for things such as FMLA paperwork, Disability paperwork, Sports/Physical Forms, and/or depositions.
  • Review medical request subpoenas for appropriateness and approval

• Develop business definitions of document types in Epic, with input from leadership, to ensure standards types exist in Epic and reported through Change Management for build.
  • Responsible for vetting validity new doc type requests, revisions and/or termination of us.
  • As the business owner they would define the doc type need, index level (Patient level, Encounter level) and the P&Ps around how/where to scan this information in Epic.

Example:  Doc type of “Photo ID” to be used for Drivers License/State ID, indexed at Patient level and scanned by Registration/Front Desk.

• Epic Analysts are responsible for system build but will require a business owner to manage the Doc types list and all these key pieces of information.
  • In conjunction with system Privacy Officer, researches and implements best practices, projects, policies and procedures to improve documentation security for Confidentiality scenarios related to medical records and/or billing such as:
    • Behavioral Health
    • Genetic counseling
    • Research-when applicable
    • Wings
    • VIP patients, etc.
  • Develops and maintains HIMs operations performance for chart corrections and implements reporting mechanisms to monitor performance against such benchmarks. Provides training and guidance to ensure adherence to HIMs policies and procedures, such as:

   

  • Documentation of note on wrong patient
  • Documentation scanned to the wrong patient
  • Documentation scanned to the wrong folder
  • Test results interfaced to the wrong chart
  • Wrong information/orders entered on patient
  • Patient requests documentation be removed from the patient chart

   

  • Assume responsibility for day-to-day operations of department
  • Works with Leadership to develop, plan, and implement HIM requirements and processes
  • Perform other duties as assigned.

  **3-6-month responsibilities added if 2 + FTE’s are secured and if ULP HIM Department is centralized

  • Develop process and oversee business ownership for receipt of all external ULP Referral requests and processing into Epic:

   

  • This is an essential role in order to begin the Financial Clearance and Referral Management process.

   

  • Centralized pathway to receive requests and to correctly distribute to the entity needed.

   

  • Develops and maintains HIMs operations performance for identify and chart corrections and implements reporting mechanisms to monitor performance against such benchmarks.  Provides training and guidance to ensure adherence to HIMs policies and procedures, such as:
    • Patient chart merge
  • Managing duplicate accounts and merging patient records within EPIC

  Current Responsibilities:

  • CMG Point of contact for payers requesting, i.e; Care Gap, Hedis, Utilization Review, etc.
  • Oversight of the various legacy KOMG Paper/EMR record requests (prn ROI Clerk)
  • Manage paper chart storage and retrieval (VRC, Iron Mountain, Info Resources, Clinic storage rooms & basements, Belknapp Archives)
  • Liaison between ROI vendors and practices
  • Certified billing requests for CMG clinics:
    • Work with Revenue Cycle to create a future pathway and plan to monitor AMG & CMG incoming requests for billing records from ROI Vendors to sort/route to appropriate entity for release- Post Epic
  • Epic Certification to support HIM post Epic go live
  • Epic HIM Implementation/workgroups

Education / Accreditation / Licensure (required & preferred):

• EPIC certification
• HIM experience