Job Summary

The Quality Control/Indexing (QCI) Technician is responsible for assuring that all patient records & loose documents are prepped, scanned, and indexed into the Elecenteronic Medical Record (EMR) with the highest level of quality possible while ensuring each document is assigned the appropriate document name for filing in EMR.

Responsibilities

• Indexer Duties:

Prints PIP sheets from EMR, chooses correct PIP to attach to the discharged chart. Confirm the patient encounter number is on every page, front and back. Add the patient ID information as needed to each page by placing a label on the form or stamping the information by hand.

Place all document types together and in the proper order (e.g. pages 1-2-3 in order, progress notes in chronological date order.

Ensure doctype barcodes are on the front of the every page containing text. For pages without barcodes, insert DIP pages before each non-bar-coded page.

Place any remaining non-bar-coded pages at the front of the batch behind the PIP page before any other bar-coded forms to ensure they go to corrections. This is especially important using Scan Job 1 due to the attachment processing.

Mark out all barcodes that do not represent a document type or encounter number in the system.

Ensure all pages are in the same and proper orientation, both portrait and landscape pages. Ensure the front of all pages are face up.

Repair torn and wrinkled pages. Correct folded and dog-eared pages. Remove all staples and paper clips. Remove NCR copies and place original in the batch. Perforate forms as required.

Stamp illegible and otherwise hard to read documents with the words "Poor Original". Identify documents that are poor quality & rescan on a flatbed scanner.

Tape small paper or post-its onto letter size (8+ x 11) white paper. Only keep post-it notes and other items if there is writing on them.

Move all oversized documents to the back of the batch.

Ensure that all scanned documents are positioned correctly. Choose appropriate scan job to scan the documents. Scan chart or documents.

Ensure quality before committing the batch. Make appropriate corrections when batch is available for corrections.

Quality Check (QC) the chart when the batch has been released to EMR. Compare each page in the paper chart to pages in EMR. Each page should be accounted for and under the correct patient encounter number and document type. Split, rename, and move documents as appropriate.

• Behavioral Expectations:

Be able to adjust work speed for peak periods and slack times.

Be involved in problem solving on a day to day basis.

Complete work assignments on time.

Seek help to deal with problems.

Use a friendly tone of voice.

Verbal communication is correct at all levels.

Non-verbals are in agreement with the verbal message.

Pass information in a correct and timely manner.

Use appropriate language; no profanity.

Be open to new ideas and situations.

Knowledge, Skills & Abilities

Patient Group Knowledge (Only applies to positions with direct patient contact)

The employee must possess/obtain (by the end of the orientation period) and demonstrate the knowledge and skills necessary to provide developmentally appropriate assessment, treatment or care as defined by the department’s identified patient ages. Specifically the employee must be able to demonstrate competency in: 1) ability to obtain and interpret information in terms of patient needs; 2) knowledge of growth and development; and 3) understanding of the range of treatment needed by the patients.

Competency Statement

Must demonstrate competency through an initial orientation and ongoing competency validation to independently perform tasks and additional duties as specified in the job description and the unit/department specific competency checklist.

Common Duties and Responsibilities
(Essential duties common to all positions)

1. Maintain and document all applicable required education.
2. Demonstrate positive customer service and co-worker relations.
3. Comply with the company's attendance policy.
4. Participate in the continuous, quality improvement activities of the department and institution.
5. Perform work in a cost effective manner.
6. Perform work in accordance with all departmental pay practices and scheduling policies, including but not limited to, overtime, various shift work, and on-call situations.
7. Perform work in alignment with the overall mission and strategic plan of the organization.
8. Follow organizational and departmental policies and procedures, as applicable.
9. Perform related duties as assigned.

Education 

• High School Diploma or GED (Required) Experience: 1 yr hospital or medical office

Credentials 

• No Certification, Competency or License Required

Work Schedule: Days

Status:  Full Time Regular 1.0

Location: Document Center Building

Location of Job: US:WV:Charleston

Talent Acquisition Specialist: Tamara B. Young tammy.young@vandaliahealth.org