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ST. CHARLES HEALTH SYSTEM

JOB DESCRIPTION

TITLE: HIM Specialist I

REPORTS TO POSITION: HIM Supervisor

DEPARTMENT: Health Information Management

DATE LAST REVIEWED: May 2024

OUR VISION: Creating America's healthiest community, together

OUR MISSION: In the spirit of love and compassion, better health, better care, better value

OUR VALUES: Accountability, Caring and Teamwork

DEPARTMENTAL SUMMARY: The Health Information Management Departments at St. Charles Health System provides many services to our multi-hospital organization including prepping, scanning, and indexing, physician deficiency analysis, release of information, medical record maintenance, facility and profee coding, and medical transcription.

POSITION OVERVIEW: The St. Charles Health System's HIM Specialist I is an entry level position responsible for working with a variety of internal and external customers on behalf of St. Charles Health System patients to ensure timely and accurate management of confidential health information. This role will be responsible for the following work functions set forth in Joint Commission guidelines, State and Federal Regulations. This position does not directly manage other caregivers.

ESSENTIAL FUNCTIONS AND DUTIES:

Professionally answers inbound department phone calls and responds to requests promptly.

Processes walk-in requests and assists patients with completing a valid authorization for release of information.

Works directly and indirectly with internal and external customers to resolve issues in a timely manner.

Maintains patient records in both electronic and paper format.

Retrieves medical records, or other related material, from hospital departments as needed.

Demonstrates organizational, problem-solving and attention to detail skills.

Provides release of information for continuing care requests.

Preps, scans and indexes medical records to facilitate complete electronic storage including monitoring inbound electronic fax work queues and indexing per department procedure.

Reviews and analyzes ED records for completeness and accuracy following departmental and regulatory guidelines.

Responsible for quality assurance to ensure accuracy of medical records.

Protects the confidentiality of medical record information as required by hospital policies and Federal/State laws.

Role models two-way communication of the St. Charles Health System mission, vision, values, and strategic plan for the department.

Supports the vision, mission, and values of the organization in all respects.

Supports Lean principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.

Provides and maintains a safe environment for caregivers, patients, and guests.

Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies, and procedures, supporting the organization's corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.

Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient, and accurate.

May perform additional duties of similar complexity within the organization, as required or assigned.

EDUCATION

Required: High school diploma or GED.

Preferred: College or vocational school education.

LICENSURE/CERTIFICATION/REGISTRATION

Required: N/A

EXPERIENCE:

Required: Typing skills, attention to detail, ability to file alphabetically and numerically. Computer experience.

Preferred: Medical office/hospital experience. Administrative/clerical skills such as faxing, copying, emailing and scanning and strong communication skills.

PERSONAL PROTECTIVE EQUIPMENT

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

ADDITIONAL POSITION INFORMATION:

Position Specific Knowledge and Skills:

Knowledge of medical terminology.

Accurate and concise.

Knowledge of Protected Health Information (PHI) and Health Insurance Portability and Accountability Act (HIPAA).

Demonstrated ability to communicate effectively with staff, patients, and their families.

Ability to learn quickly, follow orders, multitask, and complete assigned tasks.

Excellent customer service skills.

Demonstrates responsibility and accountability for performance in regard to:

• Attendance and punctuality

• Ability to meet daily productivity standards.

• Ability to work well independently and in a team/group environment.

• Strong organizational skills

General Skills:

Communication/Interpersonal.

Demonstrates St. Charles Health System values of Accountability, Caring and Teamwork in every interaction.

Must have excellent communication skills and ability to interact with a diverse population and professionally represent St. Charles Health System.

Ability to effectively interact and communicate with all levels within St. Charles Health System and external customers/clients/potential employees.

Strong team working and collaborative skills.

Ability to effectively reach consensus with a diverse population with differing needs.

Ability to work under pressure in a fast-paced environment.

Organizational:

Ability to multi-task and work independently.

Attention to detail.

Excellent organizational skills, written and oral communication and customer service skills, particularly in dealing with stressful personal interactions.

Strong analytical, problem solving and decision-making skills.

Excellent organizational and multi-tasking skills.

Mathematical Skills:

Performs basic math (add, subtract, multiply and divide) calculations.

Language Skills:

Read, write, speak, and understand English.

Computer

Basic to intermediate ability and experience in computer applications, specifically electronic medical records system, and MS Office.

Basic experience in computer applications necessary to record time, obtain work directions, and complete assigned CBL's.

Schedule Weekly Hours:

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