Job description

Position Summary:
The HIS Specialist will uphold the integrity of the department by following the established policies and procedures, regulatory standards, and departmental goals and objectives. Ability to perform all functions, including but not limited to: Sorting, scanning, uploading documents, closing the loop on the referral, updating Care Guideline dates in the patient's Electronic Health Record (EHR), maintenance, processing release of patient information requests, logging any releases into our “PHI Log” and exceptional customer service experiences. This position requires working days, evenings and/or weekends, and covering any SYHealth facilities according to the departmental operation needs.

• This position may need you to be able to Travel to any other designated Clinic Site location to assist the HIS team in staff coverage and/or working on HIS workflow processes, backlogs, projects, apply Job Aids, abide by policies & procedures, regulatory requirements and provide excellent customer service experiences.

Essential Functions of the Job:

• Responsible for sorting lab reports, correspondence, referrals, Consultations, Hospital reports, etc., timely in accordance with established policies and procedures.
• Responsible for performing patient inquiries/look-ups in the computer for a medical record number for any lab reports, correspondence, referrals, Consultations, Hospital reports and any other patient documents received that do not have a medical record number assignment.
• Responsible for Scanning in and Filing all incoming reports (i.e., Hospital reports, correspondence, referrals, Consultations, labs, X-Rays, etc.) into the EHR, and any documents that are not signed by the Providers will then be sent to the Provider’s PAQ for signature in accordance with established policy and procedure.
• Responsible for processing any patient and/or personal legal representative written informed Consent Authorization forms for obtaining their medical records from another outside facility timely to our SYHealth facility for continuity of care.
• Closes and completes the Order in EHR for the Specialist’s Consultation reports in the Referral Order Management module and updates the Preventive Care Guidelines Date in the patient’s EHR account.
• Performs timely requests to the outside Specialist Provider’s offices for obtaining the completed Consultation reports after the patient was seen there.
• Coordinates the preparation and processing of any patient forms, authorizations and written documentation, to include Subpoena Logs, as required by the HIS Department, Federal and State regulations and as applicable by law.
• Monitors and Follows-up with any patient, Provider, and attorney, insurance company, quality audit requester, Specialist, Hospital, etc., in obtaining and/or releasing any requested patient medical record information.
• Maintains the documentation for the Patient Health Information/PHI Log, as required by the HIS Department, Federal and State regulations and as applicable by law.
• Assists patients with forms processing and maintains the Share Folder electronic log.
• Assists in the maintenance of the EKG Logs.
• Ensures that all lab reports, correspondence, referrals, Consultations, etc., are sent out to the Satellite Clinics, when appropriate.
• Works in collaboration with other Clinical Care Providers and the HIS team for positive customer service experiences, and provides assistance to other HIS areas, as needed.
• Adheres to SYHealth’s Core Values, Competencies and professional Code of Conduct Behavior Standards in their day-to-day work by consistently demonstrating the Core Values for Respect, Excellence, Integrity and Empowerment.
• Performs any and all other job-related duties as assigned and/or requested.

Additional Duties and Responsibilities:

• Adheres to all applicable SYHealth policies, procedures, protocols and best practices.
• Demonstrates effective verbal and written communication skills in collaboration with teams to achieve quality, excellence and problem-solving to obtain stated goals and objectives.
• Demonstrates active listening skills and demonstrates a positive attitude.
• Enhances professional growth and development through participation in educational programs, reading literature to keep up-to-date, in-service meetings and workshops.
• Attends meetings, as required, and participates on committees or projects, as directed.
• Demonstrates professional Code of Conduct Behavior Standard etiquette, courtesy, mutual respect, confidentiality and treats every patient and employee with dignity in every interaction.
• Exhibits a high level of integrity, ethics, transparency, honesty and trust.
• Promotes and fosters respect for patient privacy by maintaining confidentiality on all patient EHR data and abides by HIPAA Privacy and Security Rules.
• Exhibits excellent verbal, written communication and presentation skills.
• Maintains a clean, safe, non-distracting, quiet and organized work area at all times.
• Demonstrates skills in providing excellent customer service experiences.

Job Requirements:
Education Required (Minimum level of Education):
High School Diploma or GED equivalent.

Preferred Certification:
Medical Terminology Certificate.

Experience Required (Minimum level of Education):
Preferred: 1-2 years working within the HIS/Medical Records field and/or Preferred up to 1 year successful completion of an internship program with San Ysidro Health.

Verbal and Written Skills to Perform the Job:
Bilingual (English/Spanish) required. Good oral and written communication skills. Provides positive customer service skills. Is an active listener.

Technical Knowledge and Skills to Perform the Job:
Required: Knowledge of medical terminology and ability to skillfully maneuver through a computer and/or some experience with using an EHR. Preferred: Experience with working in a Medical Records Office setting and following procedures. Must type a minimum of 35 wpm.

Equipment Used:
Computers, Software systems, Scanner, Telephones, Printer, Copy and Fax machines, etc.

Working Conditions and Physical Requirements:
Prolonged, extensive, and considerable
Standing/Sitting/Walking/Lifting. Manual dexterity and mobility. Always reaching, stooping bending, kneeling, crouching or lifting. Good organizational skills and ability to remain focused and concentrate with noise around. Ability to handle multiple job task functions simultaneously. Ability to work harmoniously with others as a Team member. This position may require you to travel and work evening and/or weekends, and provide staffing coverage at any other SYHealth facility, as needed.

We Offer a Dynamic and Diverse Work Environment. Benefits are an important part of our employee value proposition:

• Annual Merit Increases
• Affordable Medical, Dental, and Vision Coverage
• Paid Holidays and a Floating Holiday
• Ten Paid Vacation Days Annually
• Paid Sick Leave
• $1,000 Annually of Education Reimbursement
• 403b Retirement Plan and 162 Bonus Plan

About Us San Ysidro Health is a Federally Qualified Health Care organization committed to providing high quality, compassionate, accessible and affordable healthcare services for the entire family. The organization was founded by seven women in search of medical services for their families and community. Almost 50 years later, San Ysidro Health now provides innovative care to over 108,000 patients through a vast and integrated network of 47 program sites across the county. San Ysidro Health could not serve our patients without the dedication of our passionate and hardworking employees. Apply today and become a part of our mission-driven team! San Ysidro Health has a long-standing commitment to equal employment opportunity for all applicants for employment. Employment decisions including, but not limited to, those such as employee selection, performance evaluation, administration of benefits, working conditions, employee programs, transfers, position changes, training, disciplinary action, compensation, and separations are made without regard to race, color, religion (including religious dress and grooming), creed, national origin, nationality, citizenship status, domestic partnership status, ancestry, gender, affectional or sexual orientation, gender identity or expression, marital status, civil union status, family status, age, mental or physical disability (including AIDS or HIV-related status), atypical heredity cellular or blood trait of an individual, genetic information or refusal to submit to a genetic test or make available the results of a genetic test, military status, veteran status, or any other characteristic protected by applicable federal, state, or local laws.

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