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Department Information Opt in below to receive text message updates on CDHS recruiting events. CDHSCareers Please note: This recruitment may be used to fill multiple vacancies. This position is open ONLY to Colorado State Residents About the Medical Records Department The Medical Records Department (MR) manages health information for the benefit of the patient and care providers of the Colorado Mental Health Institute at Pueblo (CMHIP).

CMHIP is a 516-bed psychiatric hospital with multi-specialty clinics serving the mentally ill and contracted agencies. Medical Records scans documents into the electronic Medical Record (BEHR), monitors BEHR to ensure a complete and accurate medical record, and completes the census report accounting for every patient daily. MR provides required psychiatric and clinic visit codes to identify all diagnoses treated to maintain diagnostic indices and maximize reimbursement from third party payers.

Medical records are audited for completion concurrently and upon discharge, coded and abstracted. MR retrieves legacy medical records for use by authorized requestors, protects the confidentiality of protected health information by complying with all applicable state and federal laws, rules, and regulations. Medical Records responds to all requests for records.

Provides professional service to customers with a positive attitude and will demonstrate behaviors that enhance working relationships and interactions with customers. Displays behaviors that enhance the performance of the team (consensus building, pitching in when needed); make a contribution to building and maintaining a positive team atmosphere (acknowledging and reinforcing the contributions of others). Description of Job About the Position: This position will be 100% on campus Monday - Friday hours are 8:00am - 5:00pm This position has primary responsibility for HIPAA risk assessment, investigation and data tracking related to HIPAA.

Abstracts data from charts to be reported to the Joint Commission, CMS, and ORYX. This position provides back-up to the MRT III for utilization review. This position supports and provides back-up for all other duties listed below as needed.

File Room: Files all records by terminal digit filing system. Check charts out to doctors, and other clinicians on an as needed basis. Completes the paper Medical Records Out guide and Request card.

Checks the charts out in the chart tracking database and files the paper Medical Records Out guide and Request card in the tickler file. Checks the tickler file daily and calls for charts that are due back in the file room. Provides prompt friendly service to internal and external customers in a professional manner in the reception area of the department.

Treats customers with respect and directs customers to appropriate locations if the customer needs assistance. Manages the Medical Records File room by moving records on an ongoing basis to ensure plenty of room to retrieve and file records. Pulls death charts and files them on the death shelf.

Boxes death charts as needed and takes them to storage. Heads up and files any and all loose papers that come to Medical Records, in the proper charts, to ensure complete records. Must be familiar with BEHR, the electronic Health record, specifically Power Chart; Access HIM, and Revenue Cycle.

Is responsible for verifying what documents should be scanned and what documents should not be scanned. Is responsible for verifying the identifying information on documents to be scanned. Is responsible for scanning information in the correct patient, correct episode, and correct folder.

Maintains Standard Operating Procedure document for scanning documents. Scans discharge signature pages, advance directives, outside laboratory and pathology, death certificates, verbal authorization (100C), master treatment plans, and other documents authorized for scanning. Retrieves paper charts from storage, if applicable, for readmissions and places them back in the file room.

Responsibility to answer incoming phone calls. Independently releases patient information for continuity of care to requesters per required HIPAA Federal Regulations. Pre-release packets (Social Security benefits of all types), Medicaid benefits, etc., are sent to the requestor when processed

HIPAA Understand current HIPAA regulations. Work with CDHS HIPAA privacy & Security Officer to assist in modifying policies and procedures to incorporate OCR & CDHS HIPAA regulations. Review policies every two years or after any change in HIPAA regulations.

Complete initial audit of all buildings using the Environment of Care Audit Tool. Assess recommendation for HIPAA compliance, if identified. Work with CDHS HIPAA Privacy & Security officers for expertise & funding if required.

Works with Staff Education to assign HIPAA training as needed. Contact employee supervisor to require employee follow up for identified HIPAA violations to assure HIPAA training was completed... Complete Annual Risk Assessment

Review new HIPAA regulations and modify policy/procedure/audit standards in conjunction with HIPAA officers. Prepare a monthly HIPAA reminder to CMHHIP campus to improve HIPAA compliance, this should be specific for each Division based on needs and/or breaches. Utilize email reminders, staff meetings, and newsletters.

Report all HIPAA violations and breaches to HIPAA Officer and Division Management. Complete HIPAA risk Assessment form. Use the Compliance Tracking Report.

Work with HIPAA Officer and management to mitigate Security and Privacy breaches and/or incidents. Report IT security incidents to the help desk. (Examples include: stolen laptops, screensaver not turning on, hacking, spam, and access issues etc.) Once the OIT help desk is notified, by regulation, CDHS has 30 days to mitigate and/or remediate the situation

Interview staff related to HIPAA violations Determine if PHI was compromised Notify clients of any potential privacy or security risks to their data. Document the entire incident, use form. Document CDHS good faith effort to comply within 30 days, state the current and future remediating plan so the incident doesn't repeat itself.

Participate on the CDHS HIPAA Steering Committee meetings. Continue to keep the HIPAA on-line training presentation up-to-date. Provide periodic HIPAA training to targeted audiences, Monitor the encryption of mobile device usage in your division.

Facilitate the appropriate use of Business Associate Agreements, MOUs & MOAs in your division. Contact the CDHS HIPAA Privacy & Security officer for assistance. Other duties to ensure compliance with updated HIPAA regulations.

ROI/Patient Information Independently releases patient information to requesters per required HIPAA Federal Regulations. Determines what type of authorization is required per HIPAA Federal Regulations. Allows inspection of the record and provides copies.

Releases information to requesters who are authorized by law to receive information with or without patients consent (Medicare, Medicaid, Attorneys, Social Security and Courts). Maintains release of information log, and documents all information released into Release of Information database. Records must be copied and released within 10 days of receiving the records request per CDPHE Regulations.

Determines what medical record exists by matching the information provided by the requester with the computerized database, microfiche, Microfilm logs, and medical records. Determine costs of copies of copied patient information by counting medical record copies and sending billing statements to requesters. Update release of information log when payments are received and forward payments to the General Accounting Department.

Locates and retrieves records from the file room, store room, or chart room and files the record back in the appropriate area after placing authorization. Releases confidential information to authorized requesters, by telephone or in person. Forwards patient phone calls or refers requesters to proper individuals if more information is needed.

Treats customers with respect and directs customers to appropriate locations if the customer needs assistance. Provides prompt friendly service to internal and external customers in a professional manner. Interacts professionally with people, especially in difficult circumstances.

Also, communicates and interacts with peers and colleagues in a positive manner. Chart Analysis: Completes audits using Google sheets audit form for ECT, admissions, concurrent, outpatient, discharges, and deaths for compliance with all hospital policies, procedures and regulatory agency requirements; the results populate in a Google sheet. Enters deficiencies in BEHR for Providers.

Deficiencies found during the chart audit process are placed in the Outstanding Errors spreadsheet. Responsible for running the "Saved not Signed" report and notifying staff of documents needing to be signed. Responsible for tracking Initial Plans of Care and subsequent Treatment Plan Reviews according to CMS requirements.

Keep a record of due dates for RN annual assessments, and Social Work and Psychiatric biannual assessments, and send reminders to staff. Deficiencies found during the chart audit process are placed in the Outstanding Errors spreadsheet. Send "Saved, not Signed" and Therapeutic documentation deficiencies to each individual monthly.

Requests death certificates for deceased patients. Abstracting/ Scanning: Abstract data from charts to be reported to the Joint Commission, CMS, and ORYX. The Hospital-Based Inpatient Psychiatric Services (HBIPS) core measure initiative is a major national leadership effort to improve quality, safety, and performance of hospital-based inpatient psychiatric services through the collaboration of hospitals, physicians, and consumers.

Core measures for hospital- based inpatient psychiatric services (HBIPS) are one of several sets of core measures the hospital tracks and enters into the BEHR Database. Assures the accuracy of core measures for admission from the BH intake in BEHR. The discharge measures consist of Alcohol abuse, tobacco, immunizations and metabolic screening.

Assures the Measures for discharge from the discharge chart consist of Continued Care Plan-Reason for Hospitalization, Discharge Diagnosis, Medications, Next Level of Care Recommendations, if there is an aftercare appointment date, are there scheduled antipsychotics at Discharge, is there a referral for alcohol and drug treatment if they have a diagnosis or prescription for alcohol and drug treatment, is the information transmitted to the Health Care Professional and Metabolic screening form. There are approximately 30 discharges per month that need to be entered before Denver files the report. Verifies all the admissions and discharges from the admission and discharge list for the month are entered into BEHR.

Scan SP1's, and signature pages. Maintains the Standard Operating Procedure for abstracting and scanning Utilization Management Authorizations for Third Party Payer Reimbursement: This position requests and obtains all authorizations for third party payer insurance reimbursement, based upon medical necessity. Third party payers include, but are not limited to Medicare, Medicaid, Tri-Care, and private insurance carriers.

Duties include: Request authorizations each day by referring to the daily admissions list, and the third party payer form, and initiate the authorization process. Understands which patients are eligible for third party payer reimbursement, and all processes related to obtaining authorizations. Maintains a current contact list for each insurance carrier, and all departments/persons involved in utilization review.

Submits appropriate medical record documentation to third party payers upon request and at established intervals. Performs appropriate follow-up for lack of response from the third party payers or others involved in the utilization review process. Independently problem-solves issues in the authorization request process, but understands when additional review is required.

Maintains a tracking tool for authorization requests to minimize incidence of missing information or delay in submission of required documentation, or renewal of authorizations. Reports current authorization information or concerns to the Utilization Review Manager, weekly, at a minimum. Schedules clinical consultation meetings for provider/clinical team member with the insurance representative as needed.

Other Duties as Assigned: Responsibility to perform assigned tasks and duties within the scope of practice for this position that do not fall within the realm of duty statements A-F to meet the vision and mission of the agency and/or the department. Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights Minimum Qualifications: Two years (2) of Medical Records Experience in a hospital setting managing the HIPAA process OR Education and Experience: A combination of related education in Information Management or certification in HIPAA , and/or relevant experience in an hospital equal to two (2) years Preferred Qualifications: Substantial experience with HIPAA processes Preferred experience with utilization review, e.g., obtaining prior authorizations Conditions of Employment: CDHS employees (all Direct contact with vulnerable persons): CBI name check and fingerprint check, ICON Colorado court database, Medicare fraud database, Reference Checks, Professional License verification (licensure requirements), Drug Screen, PREA (Division of Youth Services), Trails check (direct contact with children), CAPS (direct contact with adults - Mental Health Institutes, Regional Centers, Veterans Community Living Centers). Shall not initiate or engage in sexual, social, personal or financial relationships with patients either during or any time after hospitalization, even if the patient requests or initiates such a relationship

All relationships with current or former patients must be disclosed on your application; Successfully pass all modules of the CMHHIP New Employee Orientation core curriculum to include English reading comprehension, relevant competency assessments and written/practical exams; Ability to read and comprehend the English language; effectively and fluently communicates in English, both verbally and in writing; 2-step TB (tuberculosis) screening is required of all new employees upon hire; Annual influenza vaccination required. Former State employees who were disciplinarily terminated or resigned in lieu of termination must: Disclose that information on the application. Explain why the prior termination or resignation should not disqual...