EHIM Coordinator

POSITION SUMMARY:

This is a full functioning clerical position. Work involves the application of clerical skills to a variety of moderately complex information and record systems. This position primarily involves the responsibility of both open and closed medical records and both paper and electronic charts.

PRIMARY RESPONSIBILITIES:

1. Ability to relate to a variety of types of people and situations both in person and on the phone, in a positive, supportive courteous and professional manner.
2. Pull and re-file charts for medical appointments, and as needed by Organization personnel, using out guides to track chart locations.
3. File all paperwork (within 72 hours of receipt), in clients' charts.

1. Ability to partner across the organization with multiple departments through the exchange of data, information, and frequent communication

1. Process mail pertaining to medical records and track on computer. Follow all HIPAA guidelines, Florida statutes and company policies to release and or request client records.
2. Communicate with Organization and non-organization personnel by way of telephone and mail.
3. Maintain closed charts on and offsite. Box and label closed charts for offsite storage
4. Formulate and update annually a Personal Staff Development Plan, which addresses personal goals and the responsibilities of the position.
5. Participate in educational training activities aimed at building job related skills and knowledge.
6. Answer the telephone in an appropriate manner. This involves using tact, courtesy, and knowledge of Organization programs and resources in taking messages and giving information for programs. It also involves announcing the caller to the appropriate staff member before routing the call. Route emergency calls and situations to the proper personnel, quickly and efficiently.
7. Pull and file records using the terminal digit system and keep them current.
8. Alert providers when records from outside sources need their review.
9. Ability to partner across the organization with multiple departments through the exchange of data, information, and frequent communication.
10. Perform other job-related duties as required and assigned.SECONDARY RESPONSIBILITIES: Will be knowledgeable in and practice all   policies and procedures related to privacy and security practices cited in the Health Insurance Portability and Accountability Act (HIPAA) applicable to my program and position.
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12. ACCESS TO PROTECTED HEALTH INFORMATION:
13. Perform other job-related duties as assigned.
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EDUCATION EXPERIENCE/REQUIREMENTS:

High School Diploma or equivalent preferred.

KEY PERFORMANCE STANDARDS

The employee will comply with or maintain:

1. All Organization policies and procedures especially those dealing with confidentiality according to state   laws, professional and contractual standards, and HIPAA regulations
2. A high level of accuracy with data processing
3. Positive relationships with all employees and clients.
4. A professional attitude at all times
5. A work ethic that insures effective and consistent completion of tasks
6. Answer telephones promptly and in an appropriate manner using tact and courtesy. Apply knowledge of the Organization's programs and resources in taking messages and giving information. This will involve routing emergency calls to the proper personnel, quickly and efficiently.
7. Must not present a direct threat to the safety or health of self or others.
8. Remain current on training and documentation requirements. Promote a culture of continuous quality improvement.
9. Supports and adheres to the five client promises.SAFETY EQUIPMENT / PROCEDURES
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Employee is required to:

1. Maintain the safety of self and others at all times
2. Complete all mandatory Health, Safety and Emergency Preparedness Trainings
3. Wear seat belts while driving on organization business, and follow all corporate safety policies and procedures.

BASIC STANDARDS OF PERFORMANCE:

1. Dependability. Arrives to work on time, uses sick and annual leave according to established policies, completes paperwork and projects within deadlines.
2. Flexibility/Initiative. Exhibits willingness to assist colleagues, assumes additional responsibilities willingly, works varying hours to meet client accessibility and recommends program changes and improvements.
3. Teamwork. Maintains an overall work attitude of cooperation and professionalism in all interactions with agency staff and community professionals. Communicates and interacts appropriately with colleagues. Follows through with paperwork to ensure smooth operations with Agency and CBC.
4. Professionalism. Conducts self in a professional manner with colleagues, peers, and clients. Demonstrates professional behavior toward clients consistent to the enhancement of the client's dignity and well-being. Upholds established policies and professional standards of conduct.
5. Attendance and punctuality are prerequisites of satisfactory performance.
6. There will be compliance with all company policies and procedures.
7. Obtain familiarity with company mission and adherence to the company's philosophy of continuity of quality care.
8. There will be satisfactory completion of primary and secondary duties and responsibilities of the position as required by    
9. management and supervision.
10. Meet the minimum requirement and demands of the position, including funding goals and objectives.

SPECIAL KNOWLEDGE AND SKILLS:

Experience:

1. Requires excellent communication skills and the ability to relate well to all types of people.
2. Requires legible handwriting, accurate spelling, punctuation, grammar, and excellent proof reading skills.
3. Requires excellent organization and time management skills.
4. Some computer skills required.
5. Medical office experience preferred resulting in a combination of knowledge, skills and abilities to perform duties outlined in the General Description.
6. Knowledge of general office practices and procedures and basic knowledge of office equipment.
7. Knowledge of alpha and terminal digit filing systems.
8. Knowledge of the HIPAA Rule and Florida Statutes.
9. Experience in ERH, Microsoft, Word, Excel and Power Point preferred.PHYSICAL DEMANDS/WORK ENVIRONMENT/OTHERS:
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1. To sit for long periods of time often while performing data entry.
2. To manipulate charts weighing 3 pounds from horizontal and vertical filings systems, lift them vertically to arms length and to bend to lowest filing cabinets and drawers for filing purposes.
3. To view computer screens for long periods of time
4. To lift boxes weighing up to 30 pounds.
5. To monitor and prioritize several concurrent activities.
6. To perform various duties via telephone conversations.
7. To use analytical skills when making decisions.
8. To adapt quickly to change.
9. To stay calm and follow procedures in a crisis.
10. Effectively and consistently follow through on all assignments.OFFICE MACHINES & EQUIPMENT USED:
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1. Multi-line Telephone System
2. Copier, Printers, and Fax
3. Vertical and Horizontal Filing Systems (Alpha and/or numeric)
4. Electronic health record and desktop computer.
5. Must be computer literate with proficiency in Microsoft Office, windows, Word and Excel 
6. WORKING CONDITIONS:
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1. Requires a flexible schedule including flexible hours if needed, but must be punctual once work hours have been assigned.
2. Is subject to air-conditioning and fluorescent lighting on a daily basis.
3. Requires ability to function effectively in a smoke-free workplace.
4. May be dealing with potentially dangerous situations/consumers.
5. May be exposed to contagious conditions and communicable diseases, including but not limited to AIDS/HIV, staph, hepatitis, rubella, tuberculosis, cytomegalovirus, blood-borne pathogens, lice and scabies.
6. Works in a shared office area.

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