Medical Records, HIS Specialist - Chula Vista Medical Plaza (TEMP)

Position Summary:

The HIS Specialist will uphold the integrity of the department by following the established policies and procedures, standards, and departmental goals and objectives. Ability to perform all functions, including but not limited to sorting, scanning, uploading documents, closing the loop on the referral, updating Care Guideline dates in the patient's Electronic Health Record (EHR), maintenance, processing release of medical information requests, and customer service. This position requires working days, evenings, and/or weekends, and covering any SYHealth facilities according to the departmental operation needs.

* This position may need you to be able to Travel to any other designated Clinic Site 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 lab reports, correspondence, referrals, consultations, hospital reports, etc., in accordance with established policies and procedures.
• Responsible for performing patient inquiries/look-ups in the computer for a medical record number for any lab reports, correspondence, consultations, referrals, and other documents received that do not have a medical record number assignment.
• Responsible for scanning in and filing all incoming reports (i.e., hospital reports, correspondence, consultations, referrals, labs, X-rays, etc.) into the EHR, and documents that are not signed by the Providers will then be sent to the Provider’s PAQ for signature in accordance with established policy and procedure.
• Responsible for processing any patient and/or personal legal representative written informed Consent Authorization forms for obtaining their medical records from another outside facility timely to that other facility for continuity of care.
• Closes and completes the Order in EHR for the Specialist’s Consultation reports in the Referral Order Management module and updates the Preventive Care guidelines Date in the patient’s EHR account.
• Performs timely requests to the Specialist Provider’s offices to obtain the completed Consultation reports.
• Coordinates the preparation and processing of forms, authorizations and written documentation including Subpoena Logs, as required by the HIS Department, Federal and State regulations and as applicable by law. 
• Monitors and Follows-up with any patient, Provider, and attorney, insurance company, 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 the HIS Department, Federal and State regulations and as applicable by law.
• Assists patients with forms processing and maintains the Share Folder electronic log.
• Assists in the maintenance of the EKG Logs.
• Ensures that all lab reports, correspondence, referrals, etc., are sent out to the Satellite Clinics, when appropriate.
• Works in collaboration with other Clinical Care Providers and the HIS team for positive customer service, and provides assistance to other HIS areas, as needed.
• Adheres to SYHealth’s Core Competencies and professional Code of Conduct Behavior Standards in their day-to-day work by consistently demonstrating the Core Values of Respect, Excellence, Integrity and Empowerment.

Additional Duties and Responsibilities:

• Adheres to all applicable SYHealth policies, procedures, protocols and best practices.
• Demonstrates effective verbal and written communication skills in collaboration with teams to achieve quality, excellence, and problem-solving to obtain stated goals and objectives.
• Demonstrates active listening skills and demonstrates a positive attitude.
• Enhances professional growth and development through participation in educational programs, reading literature to keep up-to-date, in-service meetings, and workshops.
• Attends meetings, as required, and participates on committees or projects, as directed.
• Demonstrates professional Code of Conduct 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 and trust.
• Promotes and fosters respect for patient privacy by maintaining confidentiality on all patient EHR data and abides by HIPAA Privacy and Security Rules.       
• Exhibits excellent verbal and written communication and presentation skills.
• Maintains a clean, safe, non-distracting, and organized work area at all times.
• Demonstrates skills in providing excellent customer service experiences.
• Performs any other related job duties as assigned and/or requested.

Job Requirements

Experience Required:

• Preferred 1-2 years working in the HIS/Medical Records field or (1) year successful completion of an internship program with San Ysidro Health.

Education Required:

• High School Diploma or GED equivalent.  

Certifications Preferred:

• Medical Terminology Certificate.

Verbal and Written Skills Required to Perform the Job:

• Bilingual (English/Spanish) or (English/Tagalog or Arabic or Chaldean or Vietnamese) required.
• Good oral and written communication skills.
• Provides positive customer service skills.
• Is an active listener.
• Ability to work harmoniously with others as a Team member.

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.

Equipment Used:

• Computers, Software systems, Scanner, Telephones, Copy and Fax machines, etc.     

Working Conditions and Physical Requirements:

• Prolonged, extensive, and considerable Standing/Sitting/Walking/Lifting. 
• Manual dexterity and mobility.
• Always reaching, stooping, bending, kneeling, crouching. 
• Good organizational skills and ability to remain focused and concentrate with noise around.
• Ability to handle multiple job task functions simultaneously.
• This position may require you to work evenings and/or weekends and provide staffing coverage at any other SYHealth facility, as needed.
• This position may need you to be able to travel to any other designated Clinic Site 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.

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.