General job duties, responsibilities, expectations: Responsible for the preparation and importing of clinical documents into the electronic medical record through a software imaging application to insure a timely and accurate availability of information for treatment continuity. Follows stringent processes to ensure for quality scans and record development. These duties include: 1) Prepping - This includes sorting what needs to be in the record, removing staples, dividers, paper clips, smoothing and separating pages, ensuring documents are in order;
Indexing - This places the documents into the proper patient record in the EMR and sorts by document type so that the information can be easily found;
Scanning - This includes the actual physical process of scanning the documents into the EMR making sure the quality of the document is legible and clean. It also involves that the equipment being used to scan is cleaned, rollers work and are maintained economically. At this stage, the EDMT verifies by initialing the paper document and then boxing the paper for 30 days in case of need;
Quality Review - This process is either performed by other co workers or management based on percentage of volume and determines that the work of prepping, indexing and scanning was done accurately. When errors are found, they are reported monthly within the respective areas and re-education or actions are taken to improve the work function.
The entire job function collectively allows for the transfer of data from hard copy to a digital database in the patient's EMR. The additional duties of the job include physical obtainment of paper from the nursing units and other ancillary departments, copying of documents that are too poor to scan as is, completion of QA daily, storage of scanned documents with purge of documents over 30 days stored, and shredding as needed to preserve space. Equipment maintenance and trouble shooting are required by EDMT prior to placing a service call. Routine change of expendables (rollers) is expected. Completion of daily productivity and progress logs is required.
Standard computer programs used in the department: Basic Microsoft applications (i.e. Word, Excel, Outlook, Teams), OnBase Unity, Epic
Required skills and minimum years of experience: Previous experience in a hospital Medical Records / Health Information Management Department or medical office preferred. Previous experience with a document imaging system preferred.
Must be proficient in literacy and numeracy skills. Must have good verbal, written, and computer
communication skills. Must demonstrate the ability to be detail-oriented and perform tasks at a high rate
of accuracy. Must be able to type at or above the rate of 25 wpm. Must be able to push or lift 30 lbs.
Demonstrates proficiency using technology as an integral part of the work process.
Specific licensures and certifications/registrations required: N/A
Shift will be Tuesday through Saturday, 8:00am to 4:30pm, however, training will be Monday-Friday same times.
