Medical Records - HIS Specialist (Remote - Weekends only)

Position Summary:

The PACE HIS Specialist will uphold the integrity and consistency of standard work for the department by following the established policies and procedures, regulatory standards, core values, departmental goals, and objectives. Ability to perform all functions, including but not limited to sorting, scanning, uploading documents, obtaining records, monitoring, and maintenance of workflows, maintaining reporting for Quality Improvement Measures, monitoring incoming faxes and emails, assisting others with education and guidance, processing the incoming and outgoing release of information requests, and providing positive customer service experiences. This position requires working days, evenings, and/or weekends, and covering any San Diego PACE facilities according to the departmental operation needs.

• This position may need to Travel to any other designated San Diego PACE facility location to assist the HIS team in staff coverage and/or working on HIS workflow processes, backlogs, projects, apply job aids, abide by policies & procedures, and provide excellent customer service experiences.

Essential Functions of the Job:

• Responsible for sorting, scanning, and filing all patient health information records including but not limited to lab reports, correspondence, referrals, consultations, hospital reports, loose documents, etc., incoming reports (i.e., hospital reports, labs, X-rays, correspondence, consultations, referrals, etc.) into the EHR in accordance with established policy and procedure for completion.
• Examine medical records for completeness, consistency, and compliance with Joint Commission on Accreditation of Healthcare (JCAHO) standards.  Discern discrepancies or deficiencies and prepare written notifications for corrective action concerning patient records.
• Develop various statistical reports to assist health service operations.
• Responsible for processing any patient and/or personal legal representative written informed consent forms.
• Performs timely requests to the Specialist Provider’s offices for obtaining the completed Consultation reports that San Diego PACE participants attended.
• Coordinates the preparation, review and processing of forms, consent authorizations and written documentation timely including Subpoena logs, as required by HIS Department, Federal and State regulations, and as applicable by law. 
• Monitors and Follows-up with any patient, Provider, attorney, continuity of care provider, insurance company, Disability, quality audit requester, Specialist, hospital, etc., in obtaining and/or releasing any requested medical record information.
• Maintains the documentation for the Patient Health Information (PHI) Log, as required by HIS Department, Federal and State regulations, and as applicable by law.
• Ensures that all lab reports, correspondence, referrals, etc., are sent out in a timely manner to the Satellite Clinics, when appropriate.
• Works in collaboration with other clinical care Providers and the HIS team for positive customer service, and aiding any other HIS areas, as needed for smooth operations.
• Ability to proficiently maneuver through all electronic applications used for job operations.
• Performs any other job-related duties as needed, assigned and/or as requested.
• Adheres to SYHealth/SD PACE and HIS Department’s policies and best practices, ensuring staff compliance, attendance, and punctuality.
• Report any known or suspected unauthorized attempt to access the facility’s information system.
• Assume the administrative authority, responsibility, and accountability of performing the assigned duties of this position.
• File active and inactive records in accordance with established policies.
• Agree not to disclose assigned user ID code and password for accessing information and promptly report suspected or known violations of such disclosure to the Administrator.
• Pick up and deliver medical records from clinical coordinator, nurses’ stations, and other designated areas as necessary.
• Answer telephone and email inquiries concerning medical records functions. Prepare written correspondence as necessary.
• Retrieve medical records when requested by authorized personnel (i.e., physicians, nurses, government agencies and personnel, etc.)
• Receive and follow work schedule/instructions from your supervisor as outlined in our established policies and procedures.
• Assist in organizing, planning, and directing the medical records department in accordance with established policies and procedures.
• Attend all mandatory meetings and maintain minutes of meetings. File as necessary.
• Retrieve and index participant records (manually/electronically).
• Collect, assemble, check, and file participant charts as required.
• Ensure incomplete records/charts are returned to appropriate departments or personnel for correction.
• Assist in developing procedures to ensure records are properly completed, assembled, signed, etc., before filing.
• Maintain a record of authorized information released from charts/records, i.e., type information, name of recipient, date, department, etc.
• Abstract information from records as authorized/required for insurance companies, Medicare, Medicaid, Department of Social Services, VA, etc. in accordance with current Privacy Rules.
• Must log productivity daily and provide reports as directed.
• Coordinate documentation and record information with hospitals, other treatment facilities, or other outside organizations and track progress of requested materials.
• Maintain request logs as directed including hospitalizations, emergent visits, urgent care visits, specialty consultations register requests for records, follow up dates, & retrieval date.

Additional Duties and Responsibilities:

• Adheres to all applicable SYHealth/SD PACE policies, procedures, protocols, and best practices.
• Demonstrates effective verbal and written communication skills in collaboration with teams to achieve quality, excellence, harmony and problem-solving to obtain stated goals and objectives.
• Demonstrates active listening skills, respect, and a positive “Can Do” attitude.
• Enhances professional growth and development through participation in educational programs, reading literature to keep up-to-date related to healthcare laws and Leadership, and attending in-service trainings and workshops to improve upon knowledge and skillset.
• Attends meetings, as required, and participates on committees, as directed.
• Demonstrates professional behavior standard etiquette, courtesy, mutual respect, confidentiality and treats every patient and employee with dignity in every interaction.
• Exhibits a high level of integrity, ethics, transparency, leadership style and trust.
• Promotes and fosters respect for patient privacy by maintaining confidentiality on all patient HER data and abides by both the HIPAA Privacy and Security rules.    
• Maintains a clean, safe, and organized work area at all times.
• Demonstrates supportive skills in providing excellent customer service experience.
• Provides coverage and assistance to other HIS areas within the department.
• Performs any other job-related duties as needed, assigned, or requested.
• Keep up to date with HIPAA regulations, Joint Commission on Accreditation of Healthcare (JCAHO) standards, Freedom of Information Act (FOIA), Privacy Act, and any State Regulations and Federal Regulations relating to Medical Records and Release of Patient Health Information.

• Perform other related duties as assigned.

Job Requirements

Experience Required:

• (1) year of experience in medical records setting.
• Strong attention to detail, acute care, and clinical experience in area of specialty.

Education Required:

• High School Diploma or equivalent.
• Preferred: completion of an AA/BA Degree and/or certificate program.

Certifications Required:

• CA driver’s license with appropriate insurance

coverage.

• Preferred: Certified Nursing Assistant, Medical Assistant, Medical

Terminology Certificate, or RHIT/RHIA/HIM (Medical Records) Certification.

Verbal and Written Skills Required to Perform the Job:

• Excellent critical thinking skills.
• Knowledge of team building skills and principles of self-managed work teams.
• Strong problem-solving abilities.
• Highly detail-oriented with a careful eye for quality control and presentation of work.
• Strong verbal communication skills; ability to articulate project status as needed, strong written communication skills. 
• Good customer service Skills. 
• Experience in discerning discrepancies or deficiencies and preparing written notifications for corrective action concerning patient records.
• Knowledgeable concerning the release of information under various methods including the FOIA and Privacy Act.
• Experience in developing various statistical reports to assist health service operations and be capable of retrieving information, conducting research, and analyzing records for completeness and compliance with standards.
• Experience in coordinating documentation and recording information with hospitals, other treatment facilities, or other outside organizations and tracking the progress of requested materials.
• Skilled in conflict management and resolution.

Technical Knowledge and Skills Required to Perform the Job:

• Knowledge of medical terminology and basic computer skills required.
• Medical records office procedures preferred. 
• Must type 35 WPM.
• Ability to proficiently maneuver through all electronic applications used for the job.
• Self-motivated and driven to produce results within tight deadlines and with maximum quality within allowed time constraints.
• Versed in medical terminology, medical records, and documentation requests and could examine medical records for completeness, consistency, and compliance with the Joint Commission on Accreditation of Healthcare (JCAHO).
• Self-directed and demonstrate ability to prioritize,

demonstrate the ability to remain flexible in a rapidly changing environment and current healthcare dynamic climate.

• Proficient knowledge and understanding of health information management, regulatory, and professional implications.

Equipment Used:

• Personal Computers, Software systems, Telephones, Copy and fax machine and scanner device.      

Working Conditions and Physical Requirements:

• Good organizational skills and ability to remain focused and concentrate in a noisy setting. 
• Ability to handle multiple job functions simultaneously. Ability to work with others as a team member.
• Prolonged, extensive, and considerable standing/Sitting/Walking/Lifting.
• Manual dexterity and mobility.
• Occasional travel (up to ~30%) as required.
• This position requires working days, evenings and/or weekends, and covering any San Diego PACE facilities according to the departmental operation needs.

Universal Requirements:

Pre-employment requirements include I-9, physical, positive background and reference check results, complete application, new hire orientation, pre-employment PPDs. Compliance with all mandated vaccinations and all boosters is a term and condition of employment.

About Us San Ysidro Health is a Federally Qualified Health Care organization committed to providing high quality, compassionate, accessible and affordable healthcare services for the entire family. The organization was founded by seven women in search of medical services for their families and community. Almost 50 years later, San Ysidro Health now provides innovative care to over 108,000 patients through a vast and integrated network of 47 program sites across the county. San Ysidro Health could not serve our patients without the dedication of our passionate and hardworking employees. Apply today and become a part of our mission-driven team! San Ysidro Health has a long-standing commitment to equal employment opportunity for all applicants for employment.  Employment decisions including, but not limited to, those such as employee selection, performance evaluation, administration of benefits, working conditions, employee programs, transfers, position changes, training, disciplinary action, compensation, and separations are made without regard to race, color, religion (including religious dress and grooming), creed, national origin, nationality, citizenship status, domestic partnership status, ancestry, gender, affectional or sexual orientation, gender identity or expression, marital status, civil union status, family status, age, mental or physical disability (including AIDS or HIV-related status), atypical heredity cellular or blood trait of an individual, genetic information or refusal to submit to a genetic test or make available the results of a genetic test, military status, veteran status, or any other characteristic protected by applicable federal, state, or local laws.