Record Analyst

JOB TITLE: Record Analyst

Full-time; M-F

DEPARTMENT: Health Information Management (HIM)

JOB RELATIONSHIPS:

Reports:

Responsible to: HIM Manager

Responsible for: Does not supervise other employees

Interrelationships: Works cooperatively with all clinic and hospital departments, medical staff, patients and visitors.

JOB SUMMARY:

The record analyst works under the supervision of the HIM Manager. The record analyst is mainly responsible for scanning/analyzing patient charts. The computer system maintains the MPI, assigns coding, with the legal medical record maintained in the EHR. The record analyst is also responsible for filing records in the permanent file and storing old medical records as needed. The analyst is responsible for chart retrieval (computerized/paper), release of information, abstracting, and other duties as needed.

JOB QUALIFICATIONS:

Experience:

• Previous experience in a healthcare setting is preferred.

Education:

• High School Diploma or equivalent.
• Record Analyst experience preferred

KEY COMPETENCIES:

• Excellent written and verbal communication skills
• Strong organizational, planning, time management and prioritizing skills
• Proficiency in MS Office and patient management software
• This list is not exhaustive and may be supplement as necessary

JOB RESPONSIBILITIES:

Position Accountabilities and Performance Criteria

• Accountable for accurate and timely scanning and analysis of clinic patient records according to procedures. This also includes the preparation of the charts to be scanned. (STANDARD: Scanning/Analysis completed within two working days after receipt of chart)
• Requests information from physicians or other areas when information is incomplete.
• Accountable for the proper routing of records to providers and clinical staff for completion of charts.
• Analyst will be responsible for boxing scanned documents and any filing needed.
• Analyst will box fetal monitor strips in such a manner to ensure the ability of retrieval.
• Responsible for chart retrieval and chart delivery. An analyst assists others in locating documentation in the electronic health record.
• Participates in concurrent review and provides appropriate documentation.
• Responsible for coordinating the release of medical information to all requestors and responsible for processing of subpoenas and court orders. (STANDARD: Requests processed within five days after receipt. Requests for access are processed within 30 days of receipt.)

• Maintains the storage of medical records and prepares the records for retrieval and shipping to an off-site storage facility. Also prepares charts for destruction as per procedure.
• Maintains professional growth and development by reviewing professional literature, attending appropriate workshops, and in-service meetings.
• Performs responsibilities of the position safely according to hospital and departmental policies.
• Has a strong commitment to inter- and intra-departmental relationships.
• Is familiar with the electronic health record and the method of inputting documents into the system.
• Is familiar with paper records system and microfilm, including filing and retrieving.
• Assists with other projects, duties as requested.
• Assists the Clinic with its goals in maintaining maximum support to RCH and productivity.
• Responsible for answering phone calls according to policy, assisting individuals who come to the department, and providing great customer service.
• When assigned by the HIPAA Privacy Officer, serves as the HIPAA Contact Person. See HIPAA Contact Person Job Description.

WORKING CONDITIONS:

• Occasionally exposed to the risk of blood-borne diseases.
• Contact with patients under a wide variety of circumstances.
• Occasionally exposed to unpleasant elements (accidents, injuries, and illness)
• Subject to varying and unpredictable situations.

ESSENTIAL FUNCTIONS:

• Light physical effort (lift/carry up to 15 lbs.)
• Occasional standing/walking
• Occasionally lifts supplies/equipment
• Eye-hand coordination
• This list is not exhaustive and may be supplemented as necessary

PHYSICAL REQUIREMENTS:

• Level 2 (Available upon request)