Community Health Alliance

Job Description

Health Information Technician

Supervisor: Health Information Management Supervisor

Job Description: The Health Information Technician is responsible for maintaining health centerhealth information management systems while ensuring confidentiality.

Knowledge, Skills and Abilities:

  1. Knowledge of the essential functions of a health center
  2. Knowledge of general office practices and procedures
  3. Knowledge of electronic health record systems; when applicable
  4. Capable of filing in both alphabetical and numeric order
  5. Skill in operating personal computer utilizing word processing, spreadsheets, databases and e-mail
  6. Skill in operating various office equipment, such as adding machine, calculator, copy machine, facsimile machine, postage scale, typewriter, and telephone system
  7. Skill in accuracy and attention to detail
  8. Ability to maintain confidentiality of information, most importantly patient financial and health record information in accordance with federal and state laws and regulations
  9. Ability to read, write legibly and calculate mathematical figures
  10. Ability to solve practical problems and deal with a variety of variables
  11. Ability to provide exemplary customer service for both internal and external customers
  12. Ability to exercise good judgment in appraising situations and making decisions
  13. Ability to work and interact effectively and positively with other staff members to build and to enhance teamwork in the health centers and overall CHA’s organization
  14. Ability to communicate in a courteous and professional manner
  15. Ability to understand and respond appropriately, effectively and sensitively to special population groups as defined by race, ethnicity, language, age, sexual orientation, etc.
  16. Ability to hear and speak well enough to converse over the telephone
  17. Ability to see well enough to use computer efficiently and read computer reports and correspondence
  18. Ability to bend, reach overhead, pull, and push carts, charts, and other materials as needed.
  19. Ability to lift up to 20 pounds on a frequent basis

Education and Experience: High School Diploma or GED equivalent. Experience in health care setting preferred.

Responsibilities

Health Information Technician

Role: Maintains health information records filing system ensuring HIPAA compliance. Work as part of a health center team to continually improve the quality of services provided.

Health Record Accuracy:

  1. Assures patient charts are available prior to a patient’s appointment
  2. Prepares new charts with standard documentation and nomenclature
  3. Ensures proper filing of documents in patient’s health record in accordance with CHA policies, protocols and industry standards
  4. Ensures accurate filing of health records and use of “out” guides
  5. Review charts for appropriate signatures and/or initials prior to filing

Health Records Timeliness and Availability:

  1. Retrieves, files and delivers health records to appropriate destination(s) in a timely manner
  2. Files all documents in health records in a timely manner
  3. Delivers messages attached to electronic records to appropriate individual(s) in a timely manner

General Duties:

  1. Archives inactive records per CHA policy and procedure
  2. Maintains a log of archived records for easy retrieval from the contracted storage facility
  3. Uses database system to retrieve information as needed
  4. Pulls records for periodic quality assurance audits
  5. Scans copies of outside documents after provider review when applicable
  6. Maintains patient confidentiality
  7. Follows HIPAA regulations and CHA Policy and Procedure regarding health information release
  8. Performs data entry of HIPAA documentation in database system as needed
  9. Assists in monitoring “temp” charts where applicable
  10. Ensures proper computer procedures are followed as per CHA policy and procedure
  11. Performs other work related duties as requested by supervisor

Customer Service:

  1. Fulfills requests for information from internal and external sources per CHA policy
  2. Answers phone and takes messages
  3. Ensures accurate retrieval of messages and disbursement to appropriate individual
  4. Sets the example of exemplary customer service for both internal and external customers
  5. Ensures cleanliness of work environment during operational hours
  6. Has general knowledge of services CHAhealth center sites offer

EHR Responsibilities; when applicable

  1. Verifies and ensures competency when utilizing EHR systems
  2. Views and obtains information from EHR
  3. Utilizes EHR communications template to include tasking to appropriate staff
  4. Completes tasks as assigned
  5. Interview and problem solve patient issues related to health information requests
  6. Coordinates EHR workflow issues with the health center team
  7. Insures patient confidentiality
  8. Informs supervisor if inaccuracies are identified
  9. Follows all policies and procedures pertaining to EHR

Quality Management

  1. Constantly alert for ways to improve customer service, improve patient flow, increase productivity, and improve utilization of resources communicating ideas to supervisor
  2. Participates in quality management projects as requested
  3. Notifies supervisor of unusual occurrences and adheres to policy regarding incident forms and/or patient complaints
  4. Ensures compliance with HIPAA, OSHA & other regulatory agencies
  5. Attends and actively participates in team meetings
  6. Follows all CHA policies and procedures

Performance Standards

Health Information Technician

Professional Competence

  1. Utilizes knowledge of work with the clinic team to improve the clinical services provided
  2. Utilizes knowledge of general office procedures and functions of a health center to create efficient, positive work environment
  3. Utilizes knowledge of CHA policy and procedures, HIPAA, OSHA and other regulatory agencies to ensure clinic and staff compliance
  4. Proficient in health information management as per CHA policy and procedure and industry standards
  5. Utilizes resources as needed to meet needs of the organization and patient

Patient Relationships/Quality of Service/Customer Service

  1. Courteous, respectful and creates safe, clean environment for patients and staff
  2. Ensures confidentiality of information
  3. Exemplifies in behavior the Core Values of CHA

Productivity

  1. Diligent in evaluating processes, procedures and work flow to increase efficiency and productivity in the health center environment sharing successes with peers and supervisors

Accuracy/Efficiency

  1. Utilizes Health Information Technicianjob responsibilities document to ensure all facets of Health Information Technician responsibilities are completed in a systematic, consistent manner
  2. Reports and time sheets, etc. are accurate, input in data base, and/or submitted on time
  3. Verifies and ensures accuracy and competency when utilizing EHR systems
  4. Maximizes health center equipment, materials and supplies

Reliability

  1. Positively supports requests from administrative office and supervisor implementing policy and new programs
  2. Dependable and punctual

Peer/Co-Worker Relationships and Teamwork

  1. Works to create/maintain good relationships with supervisors and co-workers
  2. Fosters working together as a team: dealing with and resolving conflict in an timely, efficient and positive manner
  3. Actively participates in team meetings

Contributions to Company and Community

  1. Participates in community functions that represent CHA
  2. Utilizes proper dress and grooming habits and always presents CHA in a positive light
  3. Performs other duties as assigned

Job Standard: Supports the culture of CHA

  1. Works with minimal supervision as a team member in a self-directed environment, adhering to the mission and values of CHA
  2. Attends all department and organization staff meetings in order to be an informed employee
  3. Meets deadlines related to projects, according to departmental, regulatory and organizational policies and practices
  4. Represents CHA in a positive, professional manner effectively communicating the mission and values of CHA with patients and both internal and external clients and customers
  5. Willingness to learn new skills and continuously improve knowledge, skills and abilities

Work Performance Standards Agreement

Position: Health Information Technician

The preceding functions have been provided as examples of the type of work performed by employees assigned to this job position. Management reserves the right to add, modify, change or rescind work assignments and to make reasonable accommodations as needed.

I understand that if I have any questions regarding any part of this position that I can ask my immediate supervisor or the Human Resources Director.

I acknowledge that I have reviewed a copy of the job description and work performance standards as stated herein for the position of Health Information Technician.

I acknowledge that I able to performall the duties specified above.

Employee Signature ______Date ______