RECORDS TECHNICIAN
Pay Range GC12

INTRODUCTION

The classification serves to manage, coordinate and monitor records in the Community Health Division, including all client medical records, billing records and other documents requiring retention and retrieval.  This position is responsible for the compliance and monitoring of all medical records under HIPPA for the Community Health Division. 

This classification Manages the digital imaging system for delivery of medical records and other documents for on-line use by clinicians, nurses and other department staff whose job requires review of some or all of this information for case management and billing and/or whose job requires access to the information as allowed under HIPPA.  Requires documentation and monitoring of release of medical records information whether used for internal purpose or sent to external persons/agencies.  Develop policies and procedures for imaging of digital medical records including user authorization procedures, scanning and storage of information.  This management of the digital imaging system for the delivery of medical records and other documents for the on-line user requires advance technical skill in the filing of these records to assure that there is no error in filing, appending, and producing the client record. 

EXAMPLES OF PRINCIPAL DUTIES

(Duties assigned to this classification include, but are not limited to, the following examples.)

1. Manage and maintain on-line digital medical records imaging delivery system and respond to staff and client needs for medical information.  This includes the scanning of appropriate medical records that are received from outside medical providers, the scanning of lab, pathology, and other consulting reports and then filing them electronically into the clients permanent on-line records.  This position requires the daily intense tracking of medical records filing by the licensed staff into the “on-going” “O” Drive and/or “one-time” documents into the Tiff Maker, for the retrieval and filing in permanent medical records by records position.  Also, includes the appending of “on-going” forms to permanent medical records, so to reduce the overall size and complexity of the individual medical file.  This includes the quality assurance parameters, audit, analysis and reporting.

2. Develop Policies and Procedures for the continuing maintenance of on-line digital imaging systems.  Maintain paper records for retrieval where applicable and provide appropriate inquiry capabilities for authorized staff.

3. Manage HIPAA compliance and monitoring to meet federal law requirements for confidential medical records.  Ensure full record keeping processes are in place, and monitor business partner agreements with regards to HIPAA compliance to achieve mandates.

4. Assist the public with Release of Information, following the HIPAA Guideline/Division Policy.

5. Train and work with divisional personnel in the process of being more efficient in the on-line environment.

KNOWLEDGE, SKILL AND ABILITY REQUIRED BY THIS POSITION

Knowledge of: Extensive knowledge of medical records practices and terminology; management and the release of confidential medical information; considerable knowledge of Oregon Revised Statutes, Administrative Rules as they apply to quality assurance standards of medical records, privacy and HIPAA regulations; considerable knowledge of imaging principles that guide medical records information, concerning the release and access to confidential medical information; considerable knowledge of computer operating systems principles, capabilities and general uses; considerable knowledge of computer hardware, software and peripheral equipment as it applies to on-line medical records systems; Skill in:  Use of PC database and word processing including excellent keyboarding skills, accurate and thorough data entry, scanning and system analysis; high technical skill in filing client information electronically, and appending “on-going” medical records documents; familiarity with the use and functionality of technical office equipment including digital scanning equipment, fax, copier, and PC. Ability to:  Ability to keep informed of technical and legal developments in the medical record/technology field; manage and maintain equipment; communicate effectively in both oral and written form; make decisions independently in accordance with established policies and procedures, establish new procedures when applicable, and use initiative and judgment in completing tasks and responsibilities; make sound judgment in making decisions regarding the release and access to confidential medical information; utilize problem identification and resolution techniques; establish and maintain records and reports; lead support staff; work independently and meet established deadlines; support the defense of values, courteously meet and deal effectively with other employees, medical personnel, legal agencies, and clients.

Education, experience and training: Associate’s degree in Medical Office Technology desirable and/or specialized training and experience in an on-line medical records office application.  Medical terminology desired, decision-making skills, proficiency in document management, databases and certification in HIPAA training.  At time of appointment must possess an Oregon driver’s license.

SUPERVISORY CONTROLS OF THIS POSITION

Work is performed under the general direction of the Division Director regarding the scope of and approach to projects or assignments, but procedures and techniques are left to the employee’s discretion and interpretation.  Employees are expected to operate with a reasonable degree of independence.  Initiative and resourcefulness are necessary in the performance of the job.  Judgment is required both in interpreting established policies, goals, and objectives, and in applying concepts, plans, and strategies that may deviate from traditional methods and practices.

GUIDELINES

Work is performed under department policy and procedures; federal, state and county statutes, rules and regulations; medical records principles and practices. The employee uses initiative and judgment in interpreting policies.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Regular and consistent attendance is required. Work is performed in the office and may require bending, color identification, gripping with hands and fingers, hearing voice conversations and alarms, keyboarding, lifting up to 34 pounds, pulling, pushing, sitting, working in a noisy, confined or crowded area, reaching and walking. Minimal amount of driving is required.