POSITION TITLE: HIM Technician II

DEPARTMENT: Health Information Management

EMPLOYEE REPORTS TO: Medical Records Director or CEO

SUPERVISES: N/A

FLSA STATUS: Non-Exempt

EMPLOYMENT STATUS: Full-time, Part-time, or Per Diem

DESCRIPTION OF POSITION

This job description is a record of the essential functions of the listed job. The job

description provides the employee, CEO, Human Resources, applicants and other

agencies with a clear understanding of the job, where it fits into the organization,

and the skill and work requirements in relation to other jobs. Jobs are always

changing to some degree and the existence of the approved job description is not

intended to limit normal change and growth. The facility will make reasonable

accommodations to otherwise qualified individuals who are capable of performing

the essential functions of the job with or without reasonable accommodation.

POPULATION SERVED

The position has minimal direct patient and family member(s) contact for a population of

patients ages 18 and older. Good customer service skills are required to serve this

population. Specialized training for age- specific population is not required.

POSITION SUMMARY

The HIM Technician II will primarily be responsible for the release of information,

concurrent and retrospective assigned audits for chart completion, assisting the Director in

processing medical staff files, MEC meeting preparations and other duties as assigned by

the Director of Medical Records. He/she must at all times safeguard and protect the

patient’s rights to privacy by ensuring that only authorized individuals have access to the

patient’s medical information and that all release of information are in compliance with the

request, authorization, company policies and HIPAA statues. Additionally, he/she is

required to maintain a professional health care office environment on a day-to-day basis,

working with confidential and personal health information in a conscientious manner and

providing patients and other requestors with the appropriate level of service. This position

engages in direct customer service and must perform duties and conduct interpersonal

relationships in a manner designed to project a positive image of the department and

hospital. The HIM Technician II will work with the HIM Director and members of the

department to promote a harmonious work environment.

POSITION QUALIFICATIONS

The position requires a minimum of a High School Diploma, an Associate’s Degree is

highly preferred, a minimum of 2-5 years’ experience in a Hospital or physician office

setting within HIM department. Electronic health record experience preferred. Completion

of a medical terminology course with a solid working knowledge and overall understanding

of the healthcare environment. Ability to know, understand and apply federal and state

regulations and departmental policies and procedures. Strives to obtain and maintain

accurately tracked data. Effective time management of daily tasks and duties with good

organizational and quality focus skills with a problem solving, critical thinking mindset.

Strong data entry skills necessary; type a minimum of 35 words per minute, competent use

of email, fax machines, scanners and copiers, Word and Excel application skills are

required. Good customer service skills with a respectful and positive attitude. Excellent

communication skills, both orally and written.

DUTIES AND RESPONSIBILITIES

• Responsible for the day-to-day operations of Health Information systems (Electronic

medical record etc.) to include workflow management, monitoring of queues/print/

fax servers/security and archiving for both internal and external customers.

Responsible for functional system operations to include training, support and

troubleshooting and working queues as assigned within the HIM

applications/systems.

• Provide excellent customer service by being attentive and respectful; insures

understanding of customer request and follows-through as promised; proactive in

identifying and immediately communicating any concerns or problems to HIM

Director. Helps resolve customer service matters in a professional manner.

• Interacts with requestors to identify medical records needed for patient care, review,

billing or release of information per minimal use standards.

• Handles all requests and inquiries for patient health information whether received

via mail, fax, phone or in-person.

a) Access computerized patient record.

b) Verifies the patient identity and confirms that the authorization is valid

c) Ensures the requesting party has a legal right to request a patient’s medical

information.

• Prioritize release of information requests, retrieves medical records, active and

inactive and delivers records in accordance with established departmental

procedures. Responsible to accurately track all incoming requests upon receipt and

upon completion of all requests on the electronic PHI log.

d) Process the request within established departmental procedures.

• Performs at established quantitative and qualitative work standards on all patient

chart audits, concurrently and retrospectively, to meet departmental goals and

objectives; maintains accurate data audits and current data tracking sheets on a

daily basis.

• Analyzes, monitors and maintains chart completion by clinicians and physicians

through accurate and efficient chart review per established processes. Effective

and timely communication with physicians and evidence of appropriate measure to

avoid total medical record delinquency that equals to exceeds twice the average

monthly discharge rate.

• Performs self-quality checks on all work and job tasks to assure the accuracy of

audited, collected data and the confidential handling and release of patient

information.

• Prepares, maintains and submits all assigned reports in an accurate and complete

manner meeting all deadlines

• Assists with processing of medical staff files and MEC meeting preparations.
• Promotes quality improvement, staff and patient safety, and cultural diversity

through department operations and by personal performance.

• Maintains current knowledge related to applicable statutes, regulations, guidelines

and standards necessary to perform job duties in accordance with the requirements

of the departmental policies and procedures.

• Handles, assists and/or direct incoming calls for the department as per policies and

procedures.

• Other duties as assigned by HIM Director.

DEMANDS AND CHARACTERISTICS OF WORK, EQUIPMENT USAGE, AND WORK

ENVIRONMENT

PERCENTAGE OF WORK TIME 1-33% 34-66% 67-100%

Standing/Walking 67-100%

Sitting 67-100%

Twisting 67-100%

Lifting/Carrying 1-33%

Pushing/Pulling 1-33%

Climbing (Ascending/descending) 1-33%

Bending/Stooping 1-33%

Using arm muscles frequently or for extended periods 67-100%

Using leg muscles frequently or for extended periods 67-100%

Using back muscles frequently or for extended periods 67-100%

LIFTING REQUIREMENTS – Individuals in patient care positions are required to lift a

patient with or without assistance.

2-10 Pounds 1-33%

11-20 Pounds 1-33%

21-30 Pounds 1-33%

31-40 Pounds 1-33%

41-50 Pounds 1-33%

51 Pounds or More 1-33%

WORKING ENVIRONMENT

Working in hot, cold, wet surroundings 1-33%

Working outdoors 1-33%

Working with or near chemicals 67-100%

Working near radiation sources 1-33%

Potential exposure to communicable diseases 67-100%

Working with hazardous waste materials 67-100%

Utilizing essential upgraded or adaptive equipment as industry

standards require 67-100%

Using hand tools 1-33%

Potential for cuts and bruises 1-33%

EXCHANGE OF IDEAS

Ability to express or exchange ideas 67-100%

Ability to understand communication of others with or without

adaptive devices 67-100%

Ability to perform basic math 67-100%

Ability to read at a secondary level 67-100%

WORKPLACE BEHAVIORS

I. RESULTS ORIENTATION – Meets current objectives and positions the

organization for future growth. Completes daily tasks and assignments and

processes large volumes of work associated with the operation of the department.

II. SOCIAL SENSITIVITY - Builds positive relationships based on respect for others.

Demonstrates a helpful, positive attitude. Maintains effective communication with

peers, medical staff, patients, visitors, and families.

III. QUALITY OUTCOMES – Meets and exceeds expectations of internal and external

customers. All organizational and departmental standards regarding quality of

performance are met. Demonstrates a strong commitment to confidentiality.

Participates in quality improvement programs as directed.

IV. SAFE WORKING ENVIRONMENT – Demonstrates an awareness of and

adherence to safety and legal requirements established at the facility with an

emphasis on maintaining a safe environment for all persons working in the facility.

A. Accident/Injury Reporting – Reports any accidents, injuries, and unsafe

equipment and conditions to supervisor by the end of the shift and reports any

pre-existing conditions as identified by the ADA.

B. Unsafe Conditions – Immediately reports and corrects, if possible, unsafe

conditions or equipment.

C. Workplace Standards – Compiles with relevant regulations, standards and

policies governing safe workplace environment (OSHA, Accreditation, etc.)

D. Safety Techniques – Maintains current knowledge of all aspects of the

facility’s safety program by attending safety-related training as mandated

upon hire and thereafter as required by facility.

E. Modified Work – Accepts modified work assignments after receiving the

physician’s release to return to work following an accident/ injury.

F. Follows Prescribed/Recommended Treatment – Follows the

prescribed/recommended treatment given by treating physician(s) after an

accident/injury.

V. EDUCATION – Participates in required in-services and educational programs on an

ongoing basis.

VI. ATTENDANCE AND PUNCTUALITY – Follows all facility guidelines outlining

standards of attendance and punctuality. Responsible for reporting to and

completing work at assigned times.

UNIVERSAL PRECAUTIONS

Universal precautions will be observed in order to prevent contact with blood or other

potentially infectious materials. Under circumstances in which differentiation between body

fluid types is difficult or impossible, all body fluids shall be considered potentially infectious

materials. All blood or other potentially infectious materials will be considered infectious

regardless of the status. The category shown below is designed to communicate the risk of

exposure for this particular position.