St. Joseph Health Document Imaging Technician - Per Diem - Days in Mission Viejo, California

Job Summary:

Under the direction of ministry HIM management (defined below by region), the HIM Assembly, Scanning, and Filing Representative is responsible for medical record prepping, scanning, indexing, and filing. This individual is responsible for preparing the medical record by removing staples, tape, duplicate documents, documents that are not part of the medical record; reviewing for items that cannot be scanned, patient identification on each document, grouping like documents in appropriate order; and generally prepares it in the proper order needed to scan into an electronic imaging system in a timely manner. The HIM Assembly, Scanning, and Filing Representative is responsible for preparing documents appropriately and indexing documentation in the appropriate patient record, appropriate visit and appropriate record location. This individual is also responsible for analyzing every image to ensure readability, quality, and completeness. In addition, upon completion of the medical record, the HIM Assembly, Scanning, and Filing Representative is responsible for performing the paper medical record filing or storage process. Lastly, this individual assists with other general office duties as needed.

HIM Assembly, Scanning, & Filing Representative (Southern California): This individual reports to the Southern California ministry HIM Supervisor or Manager (as applicable) and is responsible ministry prepping, scanning, indexing, and medical record paper filing and retrieval functions.

HIM Assembly, Scanning, & Filing Representative (Southwest): This individual reports to the respective Southwest ministry HIM Manager (Levelland and Plainview) or HIM Supervisor (Lubbock) and is responsible ministry prepping, scanning, indexing, and medical record paper filing and retrieval functions.

Essential Values-Based Competencies: Demonstrates values-based competencies in line with the four core values that are the foundation of all activities performed by employees in order to achieve the Mission of the St. Joseph Health System. (See attached behavioral definitions of competencies.):

Dignity: Demonstrates competence in communication and interpersonal relations.

Excellence: Demonstrates competence in continuous improvement, continuous learning, accountability, and teamwork.

Service: Demonstrates competence in customer/patient focus and adaptability.

Justice: Demonstrates competence in community orientation and stewardship.

Essential Functions:

  1. Retrieve all records of discharged patients from all inpatient units. Check worklist to ensure receipt of all records and follow up on records not received.

  2. Prepare the medical record for scanning by removing record debris including staples, paper clips, sticky notes, and rubber bands, etc.

  3. Prepare the medical record in the appropriate order (e.g., in date sequence from admission to date of discharge). Ensure patient name and account number are documented on each page/side.

  4. Follow all scanning policies and procedures and perform indexing process within department performance standards.

  5. Understand the operation of and is able to demonstrate knowledge relating to scanner indexing operating system.

  6. Perform image quality assurance to ensure the scanned record is legible, accurate, and complete. This includes all interfaced documents.

  7. Perform the paper record archiving (filing or storage) process upon completion of medical record. File and retrieve medical records as directed by departmental policies.

  8. File and retrieve medical records or portions of medical records regardless of the type of medium. Perform routine file maintenance as assigned.

  9. File medical records utilizing terminal digit filing system and unit record concept.

  10. Retrieve charts from the clinical units and reconcile against the discharge list.

  11. Maintain computerized and, when applicable, manual systems for chart tracking.

  12. Perform routine clerical duties such as answering the telephone, taking and relaying messages, faxing and/or photocopying as requested.

Additional Responsibilities:

  1. Review own work for accuracy and completeness prior to end of shift.

  2. Meet productivity and quality goals/standards.

  3. Adhere to health information regulations including HIPAA and JCAHO.

  4. Identify and alert a member of the management staff of any situation that may negatively impact the patient, department operations, public relations, or the hospital's integrity.

  5. Perform other duties as assigned.

Additional Knowledge / Skills / Abilities:

  1. Effective written and verbal communication skills.

  2. Solid organizational skills and detail oriented.

  3. Effective phone and customer service skills.

  4. Knowledge of computer software programs and use of basic office equipment required.

  5. Knowledge of HIPAA, JCAHO, and other patient information compliance guidelines.

Information Management:

  1. Treat all information and data within the scope of the position with appropriate confidentiality and security.

  2. Follow all policies developed by the IT Department to support change management, confidentiality, and security.

  3. Respect the dignity, confidentiality, and privacy of patients.

  4. Maintain organizational, employee, and patient confidentiality at all times.

Risk Management:

  1. Cooperate fully in all risk management activities and investigations.

  2. Report promptly any suspected or potential violations to laws, regulations, procedures, policies, and practices, and cooperate in related investigation.

  3. Conduct all transactions in compliance with all company policies, procedures, standards, and practices.

  4. Demonstrate knowledge of all applicable compliance and legal requirements of the job based on the scope of practice of the position.

Minimum Position Qualifications:

Education: High school diploma or GED preferred.

Experience: Previous HIM/Medical Record department or similar office work experience. 1-2 or more years of HIM/Medical Records related experience strongly recommended.

Preferred Position Qualifications:

  1. 3 or more years of HIM/Medical Records related experience.

  2. Previous experience with imaging equipment

  3. Electronic medical record experience

St. Joseph Health (SJH) is an integrated healthcare delivery system sponsored by the St. Joseph Health Ministry and organized into three regions: Northern California, Southern California, West Texas/Eastern New Mexico.SJH provides a full range of care from facilities including 14 acute care hospitals, home health agencies, hospice care, outpatient services, skilled nursing facilities, community clinics, and physician organizations.SJH maintains a 'continuum of care,' matched to the diverse needs of the urban centers, smaller cities and rural communities in three statesFor the third year in a row in 2009, the Gallup Organization awarded St. Joseph Health its highest honor - the Great Workplace Award.SJH provides exceptional benefits, opportunities for advancement and relocation within the system.St. Joseph Health is comprised of four core values: Service, Excellence, Dignity, and Justice are the guiding principles of all we do.Excellent compensation program and benefits provided.St. Joseph Health (SJH) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.In addition to federal law requirements, St. Joseph Health (SJH) complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.Positions specified as “on call, per diem” refers to employment consisting of shifts scheduled on as “as needed basis” to fill in for staff vacancies.

Company: SJH System Office