BASIC FUNCTION:

Provides health information and support services to the Seneca Nation Health System (SNHS) for the delivery of patient care and associated healthcare services. Ensures the completion and integrity of the electronic health record. Processes requests for protected health information (PHI) according to accepted privacy standards, security standards, Health Insurance Portability and Accountability Act (HIPAA), and the Health Information Technology for Economic and Clinical Health (HITECH) Act.

KNOWLEDGE, SKILLS, & ABILITIES:

• Must be knowledgeable in medical terminology, medico-legal processes, anatomy and physiology, and release of information.
• Thorough knowledge of computer software and electronic health records programs.
• Excellent communication, interpersonal and patient service skills.
• Good analytical and problem-solving skills.

QUALIFICATIONS:

• High School Diploma or equivalent required with at least three years’ experience in a healthcare setting.
• Associate’s Degree in Health Information Technology with three years’ experience in a HIM department, preferred.
• Must be flexible for scheduling, work hours may vary.
• Experience in a large hospital, academic medical center, outpatient health care setting, or Indian Health Service (IHS)/tribal health, preferred.
  Disclaimer: The information in this position description has been designed to indicate the general nature and level of work performance by employees in this position. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. Employees will be asked to perform other duties as needed

1. Receives reports and documents from outside providers, verifies accuracy, precisely sorts and scans into the electronic health record in a timely manner (including but not limited to labs, diagnostic imaging, emergency room reports, procedure and operative reports, consults, and hospital reports, including histories and physicals, progress notes and discharge summaries).
2. Receives incoming faxes. Responsible for distributing all incoming faxes to the appropriate departments.
3. Communicates with outside entities including, but not limited to other provider’s offices, hospitals, treatment centers, patients, patient’s family members and lawyer’s offices.
4. Ensures requests from the Medical Unit and other clinical service departments are executed in a timely manner to ensure patient charts are complete for the SNHS providers and patients.
5. Ensures any requests for sensitive health records are completed following strict 42 CFR Part 2 regulations.
6. Ensures documents from internal departments are scanned into the chart in a timely manner.
7. Works to promote cooperative departmental procedures in order to provide and maintain high quality service to patients, physicians, and all other staff of the SNHS.
8. Reviews and maintains the HIM desktop within the electronic health record.
9. Tracks report requests from outstanding referrals and follows up routinely, including release of information necessary.
10. Transmits health information as needed for treatment, payment and healthcare operations within “minimum necessary” guidelines to ensure compliance with HIPAA and the Privacy Act of 1974.
11. Reviews provider’s schedule on a daily basis for electronic health record completion. Requests reports that are not in the patient chart and scans or uploads the reports into the chart.
12. Provides excellent customer service to the patient and provider questions, including communication of process and procedure for release of information, form completion and health information.
13. Responds to patient requests for access to or copies of their PHI.
14. Responds to patient requests for health record amendments/changes.
15. HIA II will audit/monitor HIA I and refer findings to HIM Manager.
16. Responds to release of information requests from outside entities, following the proper procedure for release of health information according to the Privacy Act of 1974 and HIPAA. Maintains an electronic log of all requests received from outside entities.
17. Responds to request for an accounting of disclosures for release of information.
18. Requests paper charts from Seneca Nation Archives Department, maintains an electronic log of requests and follows health information policies and procedures.
19. Obtains access to outside facilities to acquire reports for SNHS patients through the facility’s electronic health record.
20. Obtains access to the NY HIE, HEALTHeLINK to acquire devoid reports, uploads reports into the patient chart.
21. Ensures confidentiality of records according to the provisions of the Privacy Act of 1974 and HIPAA.
22. Attends all mandatory staff meetings and in-services.
23. Stays current in the health information department by attending health information departmental trainings.
24. Follows all policies and procedures of the department, Seneca Nation, and SNHS.
25. Maintains strict Privacy and Security standards.