Position Summary
To accurately retrieve and process medical records utilizing the electronic medical record (EMR) system. This includes, but is not limited to: scanning, indexing, transporting, and retrieving medical records within the facility and patient care areas to the EMR in a timely manner.

Essential Duties

1. Chart Pickup and Reconciliation: Locates and retrieves new discharged medical record from inpatient and outpatient areas. Process/prepare new discharged records to be scanned. Reconciles inpatient, day patient and ambulatory procedure discharges.
2. Document Preparation and Scanning: Reviews and identifies that each patient contains the correct patient identifiers (MRN, HAR, CSN and Patient Name) and document identifier. Categorizes documentation by doctype and type of scanning workflow. Ensures that barcodes are being read by the scanner and pages are correctly being scanned without errrors or misfeeds. Forwards unresolved issues to quality review at the completion of the work assignment.
3. Indexing and Verifying: Maintains indexing categorization by ensuring that documentation is properly classified to the correct doctype in both scanning and inbound faxing workflows accurately and timely to ensure optimal support to the clinical teams.
4. Quality Control and Error Queue Resolution: Performs quality control (100% review of all documents) to ensure the electronic document/image post to the correct patient’s visit, all pages are accounted for with corresponding images and the document posts to the correct location. Identify issues and errors with scanned images and electronic information reporting including marking the document for correction and/or notification to Data Integrity to correct.
5. Locates, retrieves, and files medical records utilizing the terminal digit system and computerized chart location system in order to answer requests from medical, nursing, research and ancillary staff. Maintains and controls flow of information between the clinic and medical records for all appointments.
6. Reviews inbound fax queues to identify indexing needs or redirection to the appropriate clinic for patient care support needs. Prioritizes documentation to ensure that results ordered to be performed externally are processed timely. Utlizes good judgement based on the content and/or of the remaining faxes to determine priority of processing as needed. Ensures that all faxes are processed timely to prevent impact on patient care.
7. Researches missing records and provides them to clinic for patient care activities; this may include calling staff, going to staff offices or patient care areas and retrieving paper charts.
8. Retrieves records and loose filing from designated areas for scanning for processing within the department. Delivers records or requested charts to appropriate locations.
9. Performs daily patient identifier look up and sorting activities to support timely processing of documentation received.
10. Submits daily productivity statistics and performs quality assurance as requested.

Other Duties

1. Performs as a back-up to staff absences and vacancies, as necessary.
2. Processes documentation for deceased patients, requests for merges, and pulls records from offsite storage as needed.

Competencies

1. Accountability: Accepts full responsibility for self and contribution as a team member; displays honesty and truthfulness; confronts problems quickly; displays a strong commitment to organizational success and inspires others to commit to goals; demonstrates a commitment to National Jewish Health.
2. Adaptability: Maintain a perspective that is ready to change if needed for the common good of the work goals including adjusting to work structures, technologies, processes, job requirements, or cultures. Able to do other functions or scanning within the department when needed or requested.
3. Attention to Detail: Accomplishing tasks by considering all areas involved, no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks; being watchful over a period of time. Setting high standards of performance for self and others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed.
4. Collaboration/Teamwork: Mindful of the common goals of the team and National Jewish Health in regard to applying skill and knowledge to create a team that is friendly and cooperative. Helping each other to reach desired goals.
5. Customer Focus: Ensuring that the customer perspective is a driving force behind business decisions and activities; crafting and implementing service practices that meet customers’ and own organization’s needs.
6. Peer Relationships: Interacting with others in a constructive, positive, and respectful manner regardless of individual differences. Assists ream members and co-workers to achieve personal goals and completing personal or departmental assignments.

Supervisory or Managerial Responsibility
None

Travel
None

Core Values

1. Be available to work as scheduled and report to work on time.
2. Be willing to accept supervision and work well with others.
3. Be well groomed, appropriately for your role and wear ID Badge visibly.
4. Be in compliance with all departmental and institutional policies, the Employee Handbook, Code of Conduct and completes NetLearning by due date annually.
5. Promotes a workplace culture based on mutual respect and merit, where all individuals are treated fairly and provided with equal opportunity to contribute to the mission and goals of the institution.
6. Adheres to safe working practices and at all times follows all institutional and departmental safety policies and procedures.
7. Wears appropriate PPE as outlined by the infection control policies and procedures.
8. Demonstrates compliance with all state, federal and all other regulatory agency requirements.

Minimum Qualifications

1. Education: High school diploma or equivalent required.
2. Work Experience: 1 year experience in a medical records department or medical setting preferred.
3. Special Training, Certification or Licensure: None

Salary Range: $19.29 - $23.79

Benefits
At National Jewish Health, we recognize that our outstanding faculty and staff are the essence of our organization. For every aspect of health care, our employees are our greatest asset. With that in mind, we have designed a valuable, comprehensive benefits package to meet the needs of our employees and their families.

• Comprehensive Medical Coverage: Multiple Cigna health plans for Colorado, regional office and remote employees. Health Savings Accounts (HSA) and Flexible Spending Accounts (FSA) available to pair with some plans.
• Paid Time Off: Generous PTO accruals to use for vacation and sick days, and six paid holidays, all compliant with Colorado state sick leave regulations.
• Dental & Vision Plans: Coverage effective the first of the month after hire.
• Retirement Savings: 403(b) plan with employer contributions after two years.
• Wellness Incentives: Earn up to $200 annually for preventive health activities.
• Tuition Reimbursement: Up to $5,250 annually for full-time and part-time employees.
• Child Care Assistance: Childcare Flex Spending Account (FSA) with annual employer contribution.
• Loan Forgiveness: Public Service Loan Forgiveness (PSLF) eligible employer.
• Disability & Life Insurance: Employer-paid plans and optional buy-up choices.
• Voluntary Benefits: Full suite of coverage options such as Accident, Hospital Indemnity and Legal Plan
• Exclusive Discounts: Savings on local services, insurance, and RTD bus passes.