Record Management/Scanning Associate

About this role

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Exemption Status: Non-Exempt Hiring Range: $19.74 - $26.96 Please note that the final offer may vary within this range based on a candidate’s experience, skills, qualifications, and internal equity considerations .

Schedule Details: Monday through Friday Scheduled Hours: 2pm-10:30pm Shift: 2 - Evening Shift, 8 Hours (United States of America) Hours: 40 Cost Center: 99940 - 5466 Document Management Union: SHARE (State Healthcare and Research Employees) This position may have a signing bonus available a member of the Recruitment Team will confirm eligibility during the interview process.

Everyone Is a Caregiver

At UMass Memorial Health, everyone is a caregiver – regardless of their title or responsibilities. Exceptional patient care, academic excellence and leading-edge research make UMass Memorial the premier health system of Central Massachusetts, and a place where we can help you build the career you deserve. We are more than 20,000 employees, working together as one health system in a relentless pursuit of healing for our patients, community and each other. And everyone, in their own unique way, plays an important part, every day.

Prepares, scans, files, and performs Quality Control (QC) for medical records accurately and timely in the Electronic Medical Record (EMR) system. With attention to detail, examines pages, verifies patient identification on each page, appropriately batches documents and accurately files medical records.

I. Major Responsibilities: 1. Preps and/or completes the QC process to ensure every page accurately identifies the correct patient name, Medical Record Number (MRN), account number, document type, appropriate bar code and good quality images are filed accurately into the EMR.  2. Follows QC correction process for incorrectly indexed documents. 3. Maintains a one (1) to three (3) day Turn-Around-Time (TAT) and works backlog encounters.  4. Arranges documentation in chronological date order, keeping like document types together.  5. Verifies scanned documents for quality, accuracy and missing pages, prior to accepting batches.  6. Identifies errors on the documents are deleted from the batch and rescanned. Documents the errors on the batch cover sheet and re-routes to the lead for review, correction and rescanning. 7. Retrieves, signs out, and delivers hybrid medical records as requested for patient care, discharges, correspondence, or studies in a timely manner. 8. Retrieves discharge/encounters from units within 24 hours of discharge.  9. Checks every page in the Medical record for misfiles, accuracy of patient name, appropriate barcodes, account number and document type.  10. Inspects pages for torn edges, removes staples, fan folded sheets are perforated and pages are numbered.  11. Reassigns records to Providers in a timely manner. 12. Maintains a professional and courteous demeanor when interacting with physicians, inter- and intra-departmental personnel and other personnel.

Standard Staffing Level Responsibilities: 1. Complies with established departmental policies, procedures and objectives. 2. Attends variety of meetings, conferences, seminars as required or directed. 3. Demonstrates use of Quality Improvement in daily operations. 4. Complies with all health and safety regulations and requirements. 5. Respects diverse views and approaches, demonstrates Standards of Respect, and contributes to creating and maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients and visitors. 6. Maintains, regular, reliable, and predictable attendance. 7. Performs other similar and related duties as required or directed. All responsibilities are essential job functions.

II. Position Qualifications:

License/Certification/Education: Required: 1. High school diploma or equivalent  

Preferred: 1. Training in medical terminology  

Experience/Skills: Required: 1. One (1) year general office experience 2. Computer literate and proficient with Microsoft Windows applications. 3. Excellent customer service skills with the ability to communicate efficiently. 4. Exceptional organizational skills with attention to detail. 5. Ability to problem solve, organize and prioritize workload to meet Turn-Around-Time (TAT) benchmarks. 6. Ability to withstand significant level of on-going pressure, and ability to deal with individuals with tact, discretion and diplomacy. 

Preferred: 1. Medical record department or clinical setting.  

Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.

Department-specific competencies and their measurements will be developed and maintained in the individual departments.  The competencies will be maintained and attached to the departmental job description.  Responsible managers will review competencies with position incumbents.

III. Physical Demands and Environmental Conditions: Work is considered sedentary.  Position requires work indoors in a normal office environment. This is a second-shift, on-site position at the University Campus. The schedule is Monday–Friday, 2:00 p.m. to 10:30 p.m. Training will take place at both the Worcester Business Center and the University Campus. Some of the initial training will be conducted during 1st shift.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

We’re striving to make respect a part of everything we do at UMass Memorial Health – for our patients, our community and each other. Our six Standards of Respect are: Acknowledge, Listen, Communicate, Be Responsive, Be a Team Player and Be Kind. If you share these Standards of Respe

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