http://brigham1.botcodelocal.com Brigham and Women's Hospital RSS Jobs Null Null none Null
Responsibilities: GENERAL SUMMARY/ OVERVIEW STATEMENT:
Under the general direction of the Director of Health Information Services, the manager is responsible for providing effective management and organization to all aspects of the Scanning Unit, Record Completion, Notes Compliance, Transcription, and Birth Registry areas of the Department.

To enable the Scanning and Completion unit of the Health Information Services Department to meet and/or exceed patient, physician and customer expectations;

To ensure that the Scanning and Completion unit of the BWH Health Information Services Department advances to and remains at the leading edge of quality and technology.

To assist BWH Health Information Services in managing and reducing risk (i.e. quality of care and reimbursement issues) associated with inadequate or unavailable documentation.

To ensure that a birth certificate is generated, for every live birth at Brigham and Womenand#x2019;s Hospital, following the established guidelines and Massachusetts law.

To ensure efficient and accurate upload of all dictated notes to the specified system.

PRINCIPAL DUTIES AND RESPONSIBILITIES:
and#x2022; Oversee and coordinate the following functions within the Health Information Services Department, specifically in the Scanning/Completion, Transcription and Birth Registry (referred to as the Scanning Unit below) to include:

a) Transcription Services/Document Management
b) Incomplete Record Tracking System (IRTS)
c) Physician review/editing/signature of required documents and#x2013; includes Operations, Statistics, Reporting, Trending, Performance Improvement and Productivity (both bandamp;c)
d) Physician Suspension policies and procedures
e) Documentation Requirements
f) Ongoing Medical Record Review and retrospective medical record review
g) Birth Registry - includes Operations, Statistics, Reporting, Trending, Performance Improvement andamp; Productivity

and#x2022; Plan, develop, implement and evaluate procedures that support the overall goals and objectives of the section.

and#x2022; In conjunction with Information Services and the Medical Staff, participate in the strategy, design, organization and maintenance of automated documentation systems. Provide ongoing training and education to users throughout BWH as needed.

Strategically plan and implement services and systems that will strengthen and support the operational linkages internal and external to the Health Information Services Department
and#x2022; Member of Acute Care Documentation (ACD) Clinical Content Committee. Committee is responsible for development of content and screen designs to be used in the MetaVision application as well as identify and defining the data to be collected by clinicians and staff. Involves vendor training and weekly meetings.

and#x2022; Participate in the planning process for the growth of the Health Information Services Department. Identify, research, propose and develop new and innovative methods and applications in the areas of transcription, dictation, automated methods of record completion and management, and the Birth Registry in order to support the organization with high quality, cost effective value, service and solutions.

and#x2022; Acts as a liaison between HIS house staff and individual physicians concerning record completion (inpatient and outpatient) scanning, physician dictation and transcription. Interacts with Obstetrics and Social Services Dept. as well as external adoption agencies and Labor and Delivery to assure coordination and timeliness of birth certificate completion.

and#x2022; Monitors entry and submission of required prenatal vital statistics and birth certificate information into the State linked computer system for 100% accuracy. Ensures transmission. Prepares and maintains back up system and corrects and revises as required.

and#x2022; Schedules and conducts ongoing quality studies with staff; develops medical record criteria for the quality improvement program. Oversees the use of the scanning productivity tools, holding staff accountable in meeting established targets. Updates management report weekly and uses the reports to manage Scanning/Completion/Transcription and Birth Registry.

Manages internal amendments for all note types. Facilitates coordination of Information Systems Teams. Supports HIPAA Project Manager in facilitating external amendment requests.

and#x2022; Works in partnership with IS Project Managers to determine appropriate work flow when bringing up new services on eScription, BICS and or the LMR.

and#x2022; Keeps abreast of developments in Joint Commission standards, legislation and review requirement through professional activities, continuing education, publications and other related activities and communications. Serves on JC Preparedness Team and participates in ongoing Tracer Reviews.

and#x2022; Maintains confidentiality of medical records and follows hospital and departmental policies.

and#x2022; Collaborate with Information Services to streamline and refine the automation to the extent possible, all Scanning Section activities. Prioritize and focus on areas of strategic impact.

and#x2022; Responsible for communications and public relations between Health Information Services, Nursing and the Medical Staff with respect to clinical pertinence reviews and adherence to clinical documentation requirements.

and#x2022; Prepare and report the status and outcome of the various components of the Scanning and Record Completion Section to the Medical Record Committee quarterly. Educate the committee in the meaning and limitations of reported outcomes.

and#x2022; Interview and select candidates for employment. Orient, train, supervise, direct, schedule and assign work, whether directly or through subordinates. Outline scope of authority as well as job responsibilities of employees under supervision. Initiate, recommend, and/or approve personnel actions, including but not limited to hiring, transferring, suspending, discharging, assigning, rewarding, disciplining or adjusting of grievances involving personnel. Prepare and conduct performance evaluations and recommend appropriate merit increases for subordinates.

and#x2022; Prepares/develops the Scanning/Completion/Transcription/Birth Registry annual budget, operating and capital budget needs. Prepares monthly variance reports as to salary/other expenses in relation to actual vs. budgeted.

and#x2022; Serve as a resource to other departments and disciplines and enable and encourage staff to do the same. Participate in relevant professional activities and organizations and shares information with staff.

and#x2022; Oversees and coordinates requests for implementation of secure shredding bins, hospital wide. Serves as contact to shredding vendor.

and#x2022; Serve as Chair of the Forms Sub Committee. Oversee and coordinate all inquiries regarding revised forms or creation of new forms. Coordinate with Risk Management and Patient Safety to ensure that all forms meet JC standards. Maintain Forms Sub Committee Sharepoint Site.

and#x2022; Participate in Health Information Services manager meetings and attend other meetings as assigned. Ensure that the Section is represented at appropriate working committees.

and#x2022; Serve on Confidentiality Task Force and participate in HIPAA Training at New Employee Orientation

and#x2022; Mentor, coordinate and oversee HIM Student Interns to ensure successful internships and promote growth within the HIM work force.

and#x2022; Performs related duties as assigned by the Director.

and#x2022; Participate in appropriate role in disaster and fire drills, fires and other emergency situations.

and#x2022; Serve as a departmental liaison for external communications with vendors.
Requirements: QUALIFICATIONS:

EDUCATION:

Bachelorand#x2019;s degree in Health Information Management or related area. Masterand#x2019;s degree preferred. Registered Health Information Administrator or Registered Health Information Technician required.

Knowledge of health information management principals including DPH, CMS, JC and HIPAA Privacy and Security standards.

EXPERIENCE:

5-7 years of progressive health information managerial experience.
5-7 years of experience in working with various health information systems and applications.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

and#x2022; Ability to effectively communicate to groups at various professional levels, i.e. physicians and other care providers, managers and staff in order to accomplish goals and objectives while maintaining good working, professional relationships.

and#x2022; Individuals must possess the knowledge, skills and abilities in order to gain credibility as the internal Health Information Services expert/consultant.

and#x2022; Ability to manage proactively through problem identification and resolution.

and#x2022; Identify educational needs and implement performance improvement processes.

and#x2022; Ability to successfully manage multiple simultaneous tasks while understanding and keeping focused on priorities.

and#x2022; Ability to plan, develop and implement a project plan.

and#x2022; Ability to work independently, yet earn the reputation of being a team player.

and#x2022; Ability to exhibit critical and and#x201c;systemsand#x201d; thinking skills.

and#x2022; Ability to plan and manage an operational and capital budget within established guidelines.

and#x2022; Ability to perform business and financial analyses such as and#x201c;return on investmentand#x201d; and and#x201c;cost-benefitand#x201d; analyses.

and#x2022; Ability to apply, analyze, interpret and present statistics which represent operations as well as for strategic planning purposes.

and#x2022; Ability to train physicians and other users on various health information software applications.

and#x2022; Ability to display a professional image reflected in behavior, maturity and demonstrated integrity.

WORKING CONDITIONS:
High stress working conditions; noise from office equipment; lifting and carrying bundles of medical records is required.
Work area is located in BWH on campus space (ASBI, LI) and off campus space, Crosstown 6th floor, 801 Mass. Ave, Boston, MA

SUPERVISORY RESPONSIBILITY:

Approximately 25 FTEand#x2019;s and#x2013; Day, evening and weekend shifts, including holidays. On call during staffed hours.

FISCAL RESPONSIBILITY:
Section Budget based on discharges and outpatient visits
Shift: Day Shift
EEO Statement: An EEO, AA, VEVRAA Employer ]]> 7/19/2011 0.00 Null Null none Null
Responsibilities: GENERAL SUMMARY/ OVERVIEW STATEMENT:
The Privacy Specialist is essential to the Brigham and Womenand#x2019;s Hospitaland#x2019;s (BWH) Privacy Office located in Health Information Services. The position monitors BWH and PHS policies and procedures to align with and reflect current and future state and federal regulations (including HIPAA and HITECH). The Privacy Specialist is responsible for the implementation of all aspects of privacy and security breach case investigations, reporting, monitoring and improvement efforts. The Privacy Specialist will be responsible for completing Privacy Complaint Intakes, Accounting of Disclosures, and Amendment Requests to Medical Records. The Privacy Specialist will assist with projects, incidents reporting, breach reporting, training, presentations, web design and content management system for HIPAA website.

PRINCIPAL DUTIES AND RESPONSIBILITIES:
Prepares and completes all steps necessary for privacy and security breach notification process. This includes:

and#x2022; Prepare intake documentation, contact, interview, and research data of privacy incident to complete case.

and#x2022; Use Risk Assessment Form to determine breach and reporting requirements

and#x2022; Prepare documentation of entire process and a summary report to the HIPAA Compliance Project Manager and the Privacy Officer (Director of Health Information Services).

and#x2022; Works with all levels of staff and clinicians including attorneys, department heads, chiefs of staff, information systems, security, and human resources.

and#x2022; Maintain integrity of privacy breach files with all supporting documentation and systems. Responsible for ensuring mailings to breached individuals are accurate, timely and recorded for regulatory requirements and reporting.
1. Facilitates and promotes activities with Public Affairs to foster information privacy awareness at BWH. Assist with the development of creative communication strategies and messages to specific audiences.
2. Manage requests for training through central calendar, coordinates schedule, prepare final PowerPoint Presentations to the specific department needs and documents sessions in calendar.
3. In conjunction with the Privacy Project Manager conduct department specific HIPAA training as a refresher or as a result of a HIPAA Privacy incident.
4. Will use knowledge of all hospital systems for solving cases included in BICS, CAS, LMR, Peoplesoft, lDX, PAS, Results, CAS Audit Utility and Webtop.
5. Manages relationship with PHS Monitoring Access Patterns (MAP) project and represents BWH Privacy Office.
6. Tracks and documents all patient requests for audit information regarding accessing protected health information, within the purview of the organization and as required by law and allows qualified individuals to review or receive a report on such activity.
7. Investigate, run audit reports and prepares an Accounting of Disclosure report and manages process as necessary to complete deadlines.
8. Works cooperatively with the appropriate staff in overseeing patient rights to inspect, amend, and restrict access to protected health information when appropriate.
9. Responds to requests for information regarding privacy policies and procedures utilizing HIPAA policies page on Pikenotes. Works with Privacy team to create web site improvements.
10. Works with Information Systems on research projects aimed to improve and support privacy and security functionality. Communicates roll out of encryption, send secure email functionality and other IS guidelines.
11. Manages hospital wide staff access to specific clinical information systems and monitors for ongoing and appropriate authorization, e.g., Annual Clinical Systems Audit.
12. Monitor BWH policies and align with HIPAA, FTC, and The Joint Commission regulations.
13. Provides focus on continuous improvement and solutions for Privacy Office. Identify root causes of issues, assess trends, and recommend changes and report these to HIPAA Project Manager.
14. Responsible for intake, tracking, solving, and documentation of all HIPAA related Privacy/Security Incidents.
15. Maintains current knowledge of applicable federal and state privacy laws and accreditation standards, and monitors advancements in information privacy technologies to assist with organizational adaptation and compliance.
16. The Privacy Specialist will also act on behalf of the HIPAA Project Manager regarding privacy incidents in situations when the HIPAA Project Manager is not available.
17. Other duties and responsibilities as assigned. Qualifications QUALIFICATIONS:
1. At minimum, completion of a two-year program in health information technology or equivalent experience. Previous experience working in a Health Information Department or equivalent preferred.
2. Current or eligible accreditation by the American Health Information Management Association (AHIMA); Registered Health Information Technician or Administrator (RHIT/RHIA) preferred.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
1. Knowledge and experience in health information and privacy and security regulations and technologies
2. Exceptional database development, maintenance and reporting skills
3. Proven experience working in highly confidential environment with ability to multitask and manage competing priorities
4. Excellent organizational skills with attention to detail and accuracy
5. Exceptional PC skills, including: Microsoft Word, Excel, PowerPoint skills and Interwoven system
6. Exceptional customer service/verbal communication skills
7. Excellent writing, communication and presentation/training skills
8. Team player and consensus builder

WORKING CONDITIONS:
Office located in BWH Crosstown site (801 Massachusetts Ave. Boston, MA). Office setting with moderate noise from office equipment, such as printers/phones. Involves traveling to different BWH sites and other PHS sites via the shuttle.
Shift: Day Shift
EEO Statement: An EEO, AA, VEVRAA Employer ]]> 7/19/2011 0.00 Null Null none Null
Responsibilities: GENERAL SUMMARY/ OVERVIEW STATEMENT
Under general supervision, but according to established policies and procedures, answers requests for confidential health information from patients, health care facilities and/or clinics, attorneys, insurance companies, and other properly authorized parties. Discloses protected health information (PHI) in compliance with Massachusetts General Laws, Federal Public Health Laws and HIPAA Regulatory Guidelines.

PRINCIPAL DUTIES AND RESPONSIBILITIES
1. Responsible for the receipt of valid subpoenas, based on hospital policy and procedure. Requests court orders as required by law to release sensitive or protected information. Requests Notice of Taking Deposition, when necessary. Interacts with attorneys and court representatives for clarification on requests, if needed. Notifies other departments of the subpoena by fax or in person. Prepares subpoenaed records for copy service. Provide certification and/or notarization of PHI records, as determined by the request.
2. Accompanies original health records to courts and location of scheduled depositions, as required. Testifies at Grand Jury Hearing, Court Trials, and attorney offices as to the authenticity of said health records containing PHI.
3. Analyzes health records for incidents that may lead to litigation against the hospital. Promptly notifies Risk Management of impending litigation.
4. Screens health records for any confidential information that is not covered under a general authorization. Records containing treatment of alcohol and drug abuse, venereal disease, genetic screening results, social services, AIDS/ARC/HIV+, mental health, domestic violence, and sexual assault counseling can only be released with an authorization specifically stating the type of information that is being released.
5. Checks authorization for validity and determines if release of health information is appropriate, based on Massachusetts General Laws, Federal Public Health Laws, and HIPAA Regulatory Guidelines. If the request is invalid, then it is returned with an explanation.
6. Interprets and implements hospital and departmental policies relating to the disclosure of confidential PHI, based on Massachusetts General Laws, Federal Public Health Laws, and HIPAA Regulatory Guidelines.
7. Arranges on-site depositions with attorneys and testifies as to the authenticity of documentation and JCAHO/DPH requirements for health record content.
8. Prepares records for outside copy service by analyzing the requests and determining what health information is pertinent to the request. If the health record is incomplete, notifies provider/clinic of what pending information. Coordinates release of information requests with Dana-Farber Partners Cancer Care.
9. Monitors and forward health information requests to appropriate areas within the institution.
10. Releases health information phone requests and by facsimile in emergency situations after verification and a call back to confirm. Under this type of pressure, must determine pertinent health information needed for the care of the patient.
11. Keeps abreast of developments in the Health Information Management field through professional activities, continuing education and other related activities.
12. Composes original letters in response to problem cases for patients or their attorneys using hospital computerized applications.
13. Monitors and updates the correspondence logging system for all aged pending requests on a weekly basis. Provides daily statistics to supervisor, thus ensuring a prompt response to requests for health information.
14. Maintains daily volume log. Provides manager with daily statistics to ensure that staffing levels reflect workload requirements.
15. Operates computerized request tracking system to enter/edit and/or access information. Utilizes electronic health record to print computerized PHI when available.
16. Strive to meet productivity targets established by manager.
17. Periodically is assigned special projects and related duties and may be required to assist in other areas of department as determined by manager.
Requirements: QUALIFICATIONS
1. Completion of a two-year program in health record technology or equivalent experience typically acquired by two years previous experience working in a Health Information Department or equivalent (insurance office, lawyerand#x2019;s office, etc.)
2. Current or eligible accreditation by the American Health Information Management Association (AHIMA); Registered Health Information Technician or Administrator (RHIT/RHIA) preferred.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED
1. Ability to act professionally to ensure that PHI is kept confidential.
2. Interpersonal skills to work as a team member with other staff; interpersonal skills to interact effectively with patients, physicians, researchers, auditors, attorneys and law enforcement officials. NOTE: Situations may sometimes be abusive and threatening.
3. Excellent communication skills and customer service; ability to read, write and speak in the English language.
4. Knowledge of health terminology, word processing, laws relating to the release of health information, based on Massachusetts General Laws, Federal Public Health Laws, and HIPAA Regulatory Guidelines, in accordance with hospital policies and procedures.
5. Analytical abilities and good judgment necessary to evaluate, often under pressure, the legal rights of requesting parties.
6. Ability to communicate effectively (read, write and speak) the English language.
7. Ability to compose letters and complete forms using Microsoft Word, Outlook, and other related computer applications.
8. Ability to type at least 45 wpm, operate computer terminal, photocopy equipment, microfilm reader/printer, and automated request tracking system and electronic patient record.
9. Ability to concentrate and pay attention to the details of often illegibly written health records.
10. Good organizational skills to meet the demands of a busy office with many interruptions.
11. Ability to stand, bend, and/or push/pull record carts and lift/carry records.

WORKING CONDITIONS
High stress office with noise from office equipment. Lifting and carrying piles of health records is required. Involves walking to different areas of the hospital. Some situation may be very intense and threatening.
Shift: Day Shift
EEO Statement: An EEO, AA, VEVRAA Employer ]]> 7/19/2011 0.00 Null Null none Null
Responsibilities: GENERAL SUMMARY/ OVERVIEW STATEMENT:
Under close supervision, and following applicable hospital accrediting and medical staff rules and regulations, performs data quality checks on form and transcription. Is the liaison between Health Information Services and the physician staff, nursing staff and other hospital personnel for both transcription tracking and form design monitoring. Provides effective management and organization to all dictated documentation, using the management tools provided within the BWH HIS / IS systems by working closely with BWH IS, BWH LMR Team, eScription Support Team and the transcription vendors.

In conjunction with HIS and clinical end-users, participate in the strategy, design and organization of new systems. Provide ongoing training and education to users throughout BWH as needed.

and#x2022; To assist HIS in its efforts to meet and /or exceed patient, physician and customer expectations.

and#x2022; To assist the Processing Section of BWH Health Information Services Department with efforts to advance to and remain at the leading edge of quality and technology.

and#x2022; To assist BWH Health Information Services in managing and reducing the risk (i.e. quality of care and reimbursement issues) associated with inadequate or unavailable documentation.

and#x2022; Oversee the physician Suspension Process.

PRINCIPAL DUTIES AND RESPONSIBILITIES:
1. Acts as a liaison between Health Information Services Staff and individual physicians, clinicians, and Practice Managers concerning form design and transcription activities. Refers difficult problems to manager.
2. Work closely with end-users in various clinical areas to identify information needs.
3. Provide quality customer service through on-going communication, feedback and follow-thorough with customers and peers.
4. Receives, edits and uploads dictated reports pended from eScription. In a timely manner, processes, edits, corrects and merges reports thus ensuring accuracy of transcribed records. Assists clinics in troubleshooting transcription problems.
5. Manages the eScription / eMon dictation queue on an ongoing, daily basis. Including BICs Error Queue and the LMR Error queue. Works closely with LMR Team and IS to delete or amend notes as appropriate. Works closely with eScription, LMR Team and IS to troubleshoot and resolve problems as necessary.
6. Monitors and maintains quality and timeliness of all dictated reports in the BWH inpatient record as well as the LMR (Longitudinal Medical Record). Assists clinic with trouble shooting problems with uploads and missing notes.
7. Corrects header and text information of transcribed reports and merges incomplete reports.
8. Provides transcription vendors with up to date physician information when setting up a new physician for dictation. Assists IS in setting up new clinics to use eScription.
9. Interacts with physicians and Practice Managers with tact and diplomacy, face to face and on the telephone concerning questions about dictating procedures and incomplete/delinquent records. Conducts training for Practice Managers in eMon Document Management. Trains physicans in using eScription voice recognition for dictation. Provides support and assistance to LMR team for training and compliance.
10. Prepares / distributes copies of dictated Op Notes and Discharge Summaries for attending and referring physicians.
11. Works with Manager and staff in Record Completion area to finalize physician suspension list, with frequent updates to determine which physician have not completed their medical records. Accuracy and attention to detail is critical in this process.
12. As outlined in the Suspension Policy and Procedure, makes phone calls and prepares warning and Suspension Letters. Under supervision of Manager, is responsible for sending final Suspension Notice to BWH Administration via email.
13. Insures availability of medical records for physicians from Chart Control and/or other areas of the facility.
14. Strive to meet productivity targets established by Manager.
15. Maintain daily volume log. Provide Manager with daily productivity stats to ensure staffing levels are matched to work load requirement.
16. Assist in other areas of department as determined by Manager, including Medical Record Review and assisting co-workers as necessary and appropriate.
Requirements: QUALIFICATIONS:
1. High School Diploma or GED. One to two years college or 3 to 5 years progressive
experience in a Health Information Services Department.
2. Demonstrates clear ability to speak, read and write English.
3. Completion of accredited or BWH approved medical terminology course

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
1. Understands and practices hospital and departmental confidentiality policies and procedures.
2. Demonstrates formal knowledge of medical terminology by successful completion of an approved terminology course.
3. Understands and practices hospital and departmental confidentiality policies and procedures.
4. Strong computer / keyboard skills to include MS Word and Excel and Outlook. The ability to quickly learn multiple hardware and software applications within the BWH Health Information Services Department.
5. Ability to work cooperatively and effectively with groups at various professional levels, i.e. physicians and other care providers, managers and staff in order to accomplish goals and objectives while maintaining good working, professional relationships.
6. Ability to prioritize multiple projects.
7. Ability to train physicians and other users on various health information software applications.
8. Files correctly in all medical record formats.
9. Recognizes and distinguishes among all colors.
10. Ability to read and comprehend the medical record.
11. Knowledge of medical staff organization and specific physician specialties in all categories of staff, including residents and interns.
12. Strong phone communication skills.

WORKING CONDITIONS:
1. Requires standing and walking which include pushing carts to pick up records about 10% of the time.
2. Usual office environment and#x2013; open work station.
3. Subject to stressful situations.
4. Ability to stand, stoop, bend, lift, climb ladders or to perform equivalent physical activity.
Shift: Day Shift
EEO Statement: An EEO, AA, VEVRAA Employer ]]> 7/19/2011 0.00 Null Null none Null
Responsibilities: GENERAL SUMMARY/OVERVIEW STATEMENT

Coordinates the maintenance, support and processing of medical records in a timely fashion and within standard record-keeping practices. Responds to requests for confidential medical information.

PRINCIPAL DUTIES AND RESPONSIBILITIES
1. Retrieves, processes, prepares, and refiles paper records as requested. Maintains records in proper order and good physical condition.
2. Prints daily encounter forms for each clinical area. Puts each encounter in the corresponding provider jacket.
3. In accordance with HIPAA regulations handles requests for copies of medical records to and from outside agencies and providers. Logs all incoming requests and checks authorization for validity.
4. Maintains release log of all requests received, answered, and pending. Screens records for any confidential information that is not covered under a general authorization.
5. Analyzes requests and determines what information to copy and photocopies information from record needed to comply with request, deleting any sensitive material not covered by authorized release. Confers with PCP, as needed.
6. Acts as central receiver in the health center for subpoenas and court orders. Interacts with court clerks and attorneys, as appropriate.
7. Assists in training staff to medical records systems and procedures.
8. Covers other operational staff positions such as ambulatory practice secretary, as needed.
9. Periodically purges and stores medical records. Responsible for all correspondence with archive company.
11. Oversees the retrieval and refiling of all records for internal and external audits.
12. All other duties as assigned.

B. SCANNING and#x2013; DOCUMENT PREPARATION, SCANNING, INDEXING AND QUALITY CHECKS

a) Document Prep
1. Prepare batches of documents for scanning into the electronic document management system. Correctly identify portions of medical record to be scanned, remove staples, clips and burst multi copy forms.
2. Insert appropriate bar coded divider pages to ensure accurate indexing of scanned documents.

b) Scanning Documents
1. Scanning of documents using high-speed scanning devices and flat bed scanners. Includes monitoring the scanning process for mis-feeds, addressing problems in a timely manner, minimizing interruptions in productivity.
2. Calibrate the scanner for proper image quality.
3. Troubleshoot scanners and monitor daily usage of equipment.
4. Perform routine maintenance of scanning equipment according to departmental procedures and vendor specifications.

c) Indexing Documents
1. Indexing scanned documents to include the queue of loose documents that were scanned in separately from the admission.
2. Ability to search stored documents using defined search criteria
Requirements: QUALIFICATIONS
1. Completion of a two-year program in health record technology or equivalent experience, e.g. a minimum of two years work experience in medical records and medical terminology training.
2. Current accreditation by the American Health Record Association preferred (ART).
3. High School diploma or equivalent required.
4. Ability to read, write, speak and understand English clearly required. Ability to speak Spanish preferred.
5. 1 to 2 years digital/electronic document imaging experience or production machine operator experience preferred.

SKILLS AND ABILITIES REQUIRED
1. Ability to act professionally to ensure that medical information is kept confidential.
2. Knowledge of medical terminology, laws relating to the release of medical information, and hospital policies and procedures.
3. Analytical abilities and good judgment necessary to evaluate the legal rights of requesting parties.
4. Good interpersonal skills to deal effectively and courteously with patients, attorneys, medical staff, and other requesting parties.
5. Ability to communicate effectively.
6. Ability to type, operate computer terminal, and photocopying equipment.
7. Spells correctly
8. Files accurately; alphabetically and numerically, including terminal digit order.
9. Keyboard skills to perform accurate data entry, within parameters of job.
10. Ability to act in a professional manner to advise, instruct and deal effectively with all clinicians.
11. The ability to communicate in a professional manner with all levels of hospital personnel.

WORKING CONDITIONS
Lifting and carrying piles of medical records is required. Standing required to photocopy medical records, walking to different areas of the center. Frequent interruptions.
Shift: Day Shift
EEO Statement: An EEO, AA, VEVRAA Employer ]]> 7/19/2011 0.00 Null Null none Null
Responsibilities: GENERAL SUMMARY/ OVERVIEW STATEMENT:
Under close supervision and according to established procedureand#x2019;s, verifies requests, files and retrieves medical records, assembles/re-assembles patientand#x2019;s medical records in the proper format, tracks medical records, and performs other related duties in order to assist in compiling and retaining the medical records of all hospital and Dana Farber Partners Cancer Care patients. Learns and performs all seven Chart Control stations.

PRINCIPAL DUTIES AND RESPONSIBILITIES:
1. Arranges loose medical record forms in terminal digit order; correctly files loose medical record forms into medical record jackets; operates the space saver mobile file system to file and retrieve medical records.
2. Makes medical record deliveries and pickups from various locations within the hospital included private offices.
3. Retrieves medical records from designated locations within hospital; locates original record, creates temporary folders if necessary, creates bar codes and tracks all records to appropriate areas and files them according to terminal digit order. Delivered copy and retrieved medical records from main campus.
4. Receives, records and processes medical record requests by telephone, paper requisitions, computer pull slips and/or computer lists.
5. Divides large records into volumes; makes duplicate records for admissions or miscellaneous laboratory data when original is not available; merges divided records into one chart; repairs folders of damaged records.
6. Uses BICS system to identify and/or verify patients, physicians and discharge dates.
7. Uses the BICS system to identify and/or verify patients and patient medical record numbers. Pursues several manual and computerized data bases to accurately identify previous non-active patients to add medical record numbers and identification to the current computerized master patient index.
8. Ability to answer questions regarding the IRTS computer system. Uses the IRTS system to identify deficiencies for an inpatient medical record.
9. Assembles or re-assembles records in the correct format.
10. Purges medical records from permanent file using a purge pull list, affix loose labs to records and track purge records to the warehouse and place them on warehouse carts.
11. Answers telephone calls coming from hospital main number for all sections of medical records, transferring calls to the appropriate staff member after determining the callerand#x2019;s request. Takes messages accurately and completely, delivering messages in a timely manner.
12. Greets walk-ins in a pleasant, courteous, professional manner, referring them to the appropriate staff member after determining which requests can be handled by answering questions with the necessary information without requiring the presence of another staff member.
13. Operates printer to print demand requests, print logs, patient visit lists, transcription reports and various types of retrieval lists. Knows how to correct basic problems with departmental printer.
14. Coordinates warehouse functions for the retrieval of medical records from the warehouse.
15. Performs troubleshooting activities for clinic booking lists and individual priority requests.
16. Answers questions and provide appropriate information as requested by co-workers, Physician and other hospital personnel. In addition answers telephone questions regarding the policy and procedures as they pertain to Correspondence, Birth Certificates, Scanning and Medical records practices.
17. Ensures confidentiality of medical records. Enforces hospital and departmental policies and procedures regarding confidentiality and release of information.
18. Receives subpoenas and checks for validity. Check authorization for validity and determine if release of health information is appropriate base on Massachusetts general laws, Federal public health laws and HIPAA regulatory guidelines.
19. Prepares records for outside emergency requests, transfer requests and Mass Pro requests, determining what health information is pertinent to fax or copy.
20. Releases health information by facsimile in emergency situations after verification and a call back. Under this type of pressure, must determine health information needed for the care of the patient.
21. Operates computer request tracking system to enter/edit and/or access information. Uses electronic patient record to print computerized health
22. Accurately requests medical records form Retrievex (off-site record storage facility) using Retrievex web-based document management system Retrievex Link to search for, generate a medical record request. Must be accurate when ordering medical records to ensure the availability of medical records for timely patient care.
23. Retrieves and process discharge Leftover admissions from the Scanning department.
24. Prepare batches of documents for scanning into LMR. Correctly indentify portion of medical record to be scanned, remove staples and clips. Insert appropriate divider pages to ensure accurate indexing of scanning documents.
25. Performs related duties as assigned by the Assistant Supervisor, Supervisor and/or Manager.
Requirements: QUALIFICATIONS:
1. High school diploma or equivalent.
2. Speaks English clearly.
3. Reads and writes English.
4. Understands and practices hospital and department confidentiality policies and procedures.
5. Minimum 6 months medical record experience.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
1. Spells correctly.
2. Files accurately, alphabetically and numerically, including terminal digit order.
3. Performs accurate data entry, within parameters of job.
4. Recognizes and distinguishes among all colors.
5. Uses specific departmental computer applications: BICS RE, PI, and CI.
6. Locates, retrieves and re-tracks records throughout department and hospital.
7. Answers questions and triage in appropriate manner.
8. Files correctly in all chart formats.
9. Knowledge of established record order for inpatient and outpatient sections.
10. Knowledge of department and hospital policies and procedures related to record tracking, processing and record completion.
11. Knowledge of internal organization of Health Information Services, policies and procedures related to record tracking and how to refer patients and other hospital personnel to correct department unit.
12. Retrieves information from manual, microfiche and computer databases.
13. Practices courtesy skills to effectively interact with staff, patients, physicians, public and vendors.
14. Meets deadlines.
15. Works under pressure.
16. Able to prioritize daily work.

WORKING CONDITION:
1. Subject to stressful situations. Phone work is high stress!
2. Ability to stand, stoop, bend, lift, climb ladders or to perform equivalent physical activity 80% of the work time. Ability to lift and carry bundles of medical records up to 20 pounds.
3. Noisy environment of computer printers and eyestrain from CRT and#x2013; 40% of the time.
4. Exposure to risk of injury from the Electronic Space saver Filing System; handling bundles of records
Shift: Evening Shift

Sunday - Thursday, including holidays
EEO Statement: An EEO, AA, VEVRAA Employer ]]> 7/19/2011 0.00 Null Null none Null
Responsibilities: GENERAL SUMMARY/ OVERVIEW STATEMENT:
Under the general direction of the Director of Health Information Services, the manager is responsible for providing effective management and organization to all aspects of the Scanning Unit, Record Completion, Notes Compliance, Transcription, and Birth Registry areas of the Department.

To enable the Scanning and Completion unit of the Health Information Services Department to meet and/or exceed patient, physician and customer expectations;

To ensure that the Scanning and Completion unit of the BWH Health Information Services Department advances to and remains at the leading edge of quality and technology.

To assist BWH Health Information Services in managing and reducing risk (i.e. quality of care and reimbursement issues) associated with inadequate or unavailable documentation.

To ensure that a birth certificate is generated, for every live birth at Brigham and Womenand#x2019;s Hospital, following the established guidelines and Massachusetts law.

To ensure efficient and accurate upload of all dictated notes to the specified system.

PRINCIPAL DUTIES AND RESPONSIBILITIES:
and#x2022; Oversee and coordinate the following functions within the Health Information Services Department, specifically in the Scanning/Completion, Transcription and Birth Registry (referred to as the Scanning Unit below) to include:

a) Transcription Services/Document Management
b) Incomplete Record Tracking System (IRTS)
c) Physician review/editing/signature of required documents and#x2013; includes Operations, Statistics, Reporting, Trending, Performance Improvement and Productivity (both bandamp;c)
d) Physician Suspension policies and procedures
e) Documentation Requirements
f) Ongoing Medical Record Review and retrospective medical record review
g) Birth Registry - includes Operations, Statistics, Reporting, Trending, Performance Improvement andamp; Productivity

and#x2022; Plan, develop, implement and evaluate procedures that support the overall goals and objectives of the section.

and#x2022; In conjunction with Information Services and the Medical Staff, participate in the strategy, design, organization and maintenance of automated documentation systems. Provide ongoing training and education to users throughout BWH as needed.

Strategically plan and implement services and systems that will strengthen and support the operational linkages internal and external to the Health Information Services Department
and#x2022; Member of Acute Care Documentation (ACD) Clinical Content Committee. Committee is responsible for development of content and screen designs to be used in the MetaVision application as well as identify and defining the data to be collected by clinicians and staff. Involves vendor training and weekly meetings.

and#x2022; Participate in the planning process for the growth of the Health Information Services Department. Identify, research, propose and develop new and innovative methods and applications in the areas of transcription, dictation, automated methods of record completion and management, and the Birth Registry in order to support the organization with high quality, cost effective value, service and solutions.

and#x2022; Acts as a liaison between HIS house staff and individual physicians concerning record completion (inpatient and outpatient) scanning, physician dictation and transcription. Interacts with Obstetrics and Social Services Dept. as well as external adoption agencies and Labor and Delivery to assure coordination and timeliness of birth certificate completion.

and#x2022; Monitors entry and submission of required prenatal vital statistics and birth certificate information into the State linked computer system for 100% accuracy. Ensures transmission. Prepares and maintains back up system and corrects and revises as required.

and#x2022; Schedules and conducts ongoing quality studies with staff; develops medical record criteria for the quality improvement program. Oversees the use of the scanning productivity tools, holding staff accountable in meeting established targets. Updates management report weekly and uses the reports to manage Scanning/Completion/Transcription and Birth Registry.

Manages internal amendments for all note types. Facilitates coordination of Information Systems Teams. Supports HIPAA Project Manager in facilitating external amendment requests.

and#x2022; Works in partnership with IS Project Managers to determine appropriate work flow when bringing up new services on eScription, BICS and or the LMR.

and#x2022; Keeps abreast of developments in Joint Commission standards, legislation and review requirement through professional activities, continuing education, publications and other related activities and communications. Serves on JC Preparedness Team and participates in ongoing Tracer Reviews.

and#x2022; Maintains confidentiality of medical records and follows hospital and departmental policies.

and#x2022; Collaborate with Information Services to streamline and refine the automation to the extent possible, all Scanning Section activities. Prioritize and focus on areas of strategic impact.

and#x2022; Responsible for communications and public relations between Health Information Services, Nursing and the Medical Staff with respect to clinical pertinence reviews and adherence to clinical documentation requirements.

and#x2022; Prepare and report the status and outcome of the various components of the Scanning and Record Completion Section to the Medical Record Committee quarterly. Educate the committee in the meaning and limitations of reported outcomes.

and#x2022; Interview and select candidates for employment. Orient, train, supervise, direct, schedule and assign work, whether directly or through subordinates. Outline scope of authority as well as job responsibilities of employees under supervision. Initiate, recommend, and/or approve personnel actions, including but not limited to hiring, transferring, suspending, discharging, assigning, rewarding, disciplining or adjusting of grievances involving personnel. Prepare and conduct performance evaluations and recommend appropriate merit increases for subordinates.

and#x2022; Prepares/develops the Scanning/Completion/Transcription/Birth Registry annual budget, operating and capital budget needs. Prepares monthly variance reports as to salary/other expenses in relation to actual vs. budgeted.

and#x2022; Serve as a resource to other departments and disciplines and enable and encourage staff to do the same. Participate in relevant professional activities and organizations and shares information with staff.

and#x2022; Oversees and coordinates requests for implementation of secure shredding bins, hospital wide. Serves as contact to shredding vendor.

and#x2022; Serve as Chair of the Forms Sub Committee. Oversee and coordinate all inquiries regarding revised forms or creation of new forms. Coordinate with Risk Management and Patient Safety to ensure that all forms meet JC standards. Maintain Forms Sub Committee Sharepoint Site.

and#x2022; Participate in Health Information Services manager meetings and attend other meetings as assigned. Ensure that the Section is represented at appropriate working committees.

and#x2022; Serve on Confidentiality Task Force and participate in HIPAA Training at New Employee Orientation

and#x2022; Mentor, coordinate and oversee HIM Student Interns to ensure successful internships and promote growth within the HIM work force.

and#x2022; Performs related duties as assigned by the Director.

and#x2022; Participate in appropriate role in disaster and fire drills, fires and other emergency situations.

and#x2022; Serve as a departmental liaison for external communications with vendors.
Requirements: QUALIFICATIONS:

EDUCATION:

Bachelorand#x2019;s degree in Health Information Management or related area. Masterand#x2019;s degree preferred. Registered Health Information Administrator or Registered Health Information Technician required.

Knowledge of health information management principals including DPH, CMS, JC and HIPAA Privacy and Security standards.

EXPERIENCE:

5-7 years of progressive health information managerial experience.
5-7 years of experience in working with various health information systems and applications.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

and#x2022; Ability to effectively communicate to groups at various professional levels, i.e. physicians and other care providers, managers and staff in order to accomplish goals and objectives while maintaining good working, professional relationships.

and#x2022; Individuals must possess the knowledge, skills and abilities in order to gain credibility as the internal Health Information Services expert/consultant.

and#x2022; Ability to manage proactively through problem identification and resolution.

and#x2022; Identify educational needs and implement performance improvement processes.

and#x2022; Ability to successfully manage multiple simultaneous tasks while understanding and keeping focused on priorities.

and#x2022; Ability to plan, develop and implement a project plan.

and#x2022; Ability to work independently, yet earn the reputation of being a team player.

and#x2022; Ability to exhibit critical and and#x201c;systemsand#x201d; thinking skills.

and#x2022; Ability to plan and manage an operational and capital budget within established guidelines.

and#x2022; Ability to perform business and financial analyses such as and#x201c;return on investmentand#x201d; and and#x201c;cost-benefitand#x201d; analyses.

and#x2022; Ability to apply, analyze, interpret and present statistics which represent operations as well as for strategic planning purposes.

and#x2022; Ability to train physicians and other users on various health information software applications.

and#x2022; Ability to display a professional image reflected in behavior, maturity and demonstrated integrity.

WORKING CONDITIONS:
High stress working conditions; noise from office equipment; lifting and carrying bundles of medical records is required.
Work area is located in BWH on campus space (ASBI, LI) and off campus space, Crosstown 6th floor, 801 Mass. Ave, Boston, MA

SUPERVISORY RESPONSIBILITY:

Approximately 25 FTEand#x2019;s and#x2013; Day, evening and weekend shifts, including holidays. On call during staffed hours.

FISCAL RESPONSIBILITY:
Section Budget based on discharges and outpatient visits
Shift: Day Shift
EEO Statement: An EEO, AA, VEVRAA Employer ]]> 7/19/2011 0.00 Null Null none Null
Responsibilities: GENERAL SUMMARY/ OVERVIEW STATEMENT:
The Privacy Specialist is essential to the Brigham and Womenand#x2019;s Hospitaland#x2019;s (BWH) Privacy Office located in Health Information Services. The position monitors BWH and PHS policies and procedures to align with and reflect current and future state and federal regulations (including HIPAA and HITECH). The Privacy Specialist is responsible for the implementation of all aspects of privacy and security breach case investigations, reporting, monitoring and improvement efforts. The Privacy Specialist will be responsible for completing Privacy Complaint Intakes, Accounting of Disclosures, and Amendment Requests to Medical Records. The Privacy Specialist will assist with projects, incidents reporting, breach reporting, training, presentations, web design and content management system for HIPAA website.

PRINCIPAL DUTIES AND RESPONSIBILITIES:
Prepares and completes all steps necessary for privacy and security breach notification process. This includes:

and#x2022; Prepare intake documentation, contact, interview, and research data of privacy incident to complete case.

and#x2022; Use Risk Assessment Form to determine breach and reporting requirements

and#x2022; Prepare documentation of entire process and a summary report to the HIPAA Compliance Project Manager and the Privacy Officer (Director of Health Information Services).

and#x2022; Works with all levels of staff and clinicians including attorneys, department heads, chiefs of staff, information systems, security, and human resources.

and#x2022; Maintain integrity of privacy breach files with all supporting documentation and systems. Responsible for ensuring mailings to breached individuals are accurate, timely and recorded for regulatory requirements and reporting.
1. Facilitates and promotes activities with Public Affairs to foster information privacy awareness at BWH. Assist with the development of creative communication strategies and messages to specific audiences.
2. Manage requests for training through central calendar, coordinates schedule, prepare final PowerPoint Presentations to the specific department needs and documents sessions in calendar.
3. In conjunction with the Privacy Project Manager conduct department specific HIPAA training as a refresher or as a result of a HIPAA Privacy incident.
4. Will use knowledge of all hospital systems for solving cases included in BICS, CAS, LMR, Peoplesoft, lDX, PAS, Results, CAS Audit Utility and Webtop.
5. Manages relationship with PHS Monitoring Access Patterns (MAP) project and represents BWH Privacy Office.
6. Tracks and documents all patient requests for audit information regarding accessing protected health information, within the purview of the organization and as required by law and allows qualified individuals to review or receive a report on such activity.
7. Investigate, run audit reports and prepares an Accounting of Disclosure report and manages process as necessary to complete deadlines.
8. Works cooperatively with the appropriate staff in overseeing patient rights to inspect, amend, and restrict access to protected health information when appropriate.
9. Responds to requests for information regarding privacy policies and procedures utilizing HIPAA policies page on Pikenotes. Works with Privacy team to create web site improvements.
10. Works with Information Systems on research projects aimed to improve and support privacy and security functionality. Communicates roll out of encryption, send secure email functionality and other IS guidelines.
11. Manages hospital wide staff access to specific clinical information systems and monitors for ongoing and appropriate authorization, e.g., Annual Clinical Systems Audit.
12. Monitor BWH policies and align with HIPAA, FTC, and The Joint Commission regulations.
13. Provides focus on continuous improvement and solutions for Privacy Office. Identify root causes of issues, assess trends, and recommend changes and report these to HIPAA Project Manager.
14. Responsible for intake, tracking, solving, and documentation of all HIPAA related Privacy/Security Incidents.
15. Maintains current knowledge of applicable federal and state privacy laws and accreditation standards, and monitors advancements in information privacy technologies to assist with organizational adaptation and compliance.
16. The Privacy Specialist will also act on behalf of the HIPAA Project Manager regarding privacy incidents in situations when the HIPAA Project Manager is not available.
17. Other duties and responsibilities as assigned. Qualifications QUALIFICATIONS:
1. At minimum, completion of a two-year program in health information technology or equivalent experience. Previous experience working in a Health Information Department or equivalent preferred.
2. Current or eligible accreditation by the American Health Information Management Association (AHIMA); Registered Health Information Technician or Administrator (RHIT/RHIA) preferred.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
1. Knowledge and experience in health information and privacy and security regulations and technologies
2. Exceptional database development, maintenance and reporting skills
3. Proven experience working in highly confidential environment with ability to multitask and manage competing priorities
4. Excellent organizational skills with attention to detail and accuracy
5. Exceptional PC skills, including: Microsoft Word, Excel, PowerPoint skills and Interwoven system
6. Exceptional customer service/verbal communication skills
7. Excellent writing, communication and presentation/training skills
8. Team player and consensus builder

WORKING CONDITIONS:
Office located in BWH Crosstown site (801 Massachusetts Ave. Boston, MA). Office setting with moderate noise from office equipment, such as printers/phones. Involves traveling to different BWH sites and other PHS sites via the shuttle.
Shift: Day Shift
EEO Statement: An EEO, AA, VEVRAA Employer ]]> 7/19/2011 0.00 Null Null none Null
Responsibilities: GENERAL SUMMARY/ OVERVIEW STATEMENT
Under general supervision, but according to established policies and procedures, answers requests for confidential health information from patients, health care facilities and/or clinics, attorneys, insurance companies, and other properly authorized parties. Discloses protected health information (PHI) in compliance with Massachusetts General Laws, Federal Public Health Laws and HIPAA Regulatory Guidelines.

PRINCIPAL DUTIES AND RESPONSIBILITIES
1. Responsible for the receipt of valid subpoenas, based on hospital policy and procedure. Requests court orders as required by law to release sensitive or protected information. Requests Notice of Taking Deposition, when necessary. Interacts with attorneys and court representatives for clarification on requests, if needed. Notifies other departments of the subpoena by fax or in person. Prepares subpoenaed records for copy service. Provide certification and/or notarization of PHI records, as determined by the request.
2. Accompanies original health records to courts and location of scheduled depositions, as required. Testifies at Grand Jury Hearing, Court Trials, and attorney offices as to the authenticity of said health records containing PHI.
3. Analyzes health records for incidents that may lead to litigation against the hospital. Promptly notifies Risk Management of impending litigation.
4. Screens health records for any confidential information that is not covered under a general authorization. Records containing treatment of alcohol and drug abuse, venereal disease, genetic screening results, social services, AIDS/ARC/HIV+, mental health, domestic violence, and sexual assault counseling can only be released with an authorization specifically stating the type of information that is being released.
5. Checks authorization for validity and determines if release of health information is appropriate, based on Massachusetts General Laws, Federal Public Health Laws, and HIPAA Regulatory Guidelines. If the request is invalid, then it is returned with an explanation.
6. Interprets and implements hospital and departmental policies relating to the disclosure of confidential PHI, based on Massachusetts General Laws, Federal Public Health Laws, and HIPAA Regulatory Guidelines.
7. Arranges on-site depositions with attorneys and testifies as to the authenticity of documentation and JCAHO/DPH requirements for health record content.
8. Prepares records for outside copy service by analyzing the requests and determining what health information is pertinent to the request. If the health record is incomplete, notifies provider/clinic of what pending information. Coordinates release of information requests with Dana-Farber Partners Cancer Care.
9. Monitors and forward health information requests to appropriate areas within the institution.
10. Releases health information phone requests and by facsimile in emergency situations after verification and a call back to confirm. Under this type of pressure, must determine pertinent health information needed for the care of the patient.
11. Keeps abreast of developments in the Health Information Management field through professional activities, continuing education and other related activities.
12. Composes original letters in response to problem cases for patients or their attorneys using hospital computerized applications.
13. Monitors and updates the correspondence logging system for all aged pending requests on a weekly basis. Provides daily statistics to supervisor, thus ensuring a prompt response to requests for health information.
14. Maintains daily volume log. Provides manager with daily statistics to ensure that staffing levels reflect workload requirements.
15. Operates computerized request tracking system to enter/edit and/or access information. Utilizes electronic health record to print computerized PHI when available.
16. Strive to meet productivity targets established by manager.
17. Periodically is assigned special projects and related duties and may be required to assist in other areas of department as determined by manager.
Requirements: QUALIFICATIONS
1. Completion of a two-year program in health record technology or equivalent experience typically acquired by two years previous experience working in a Health Information Department or equivalent (insurance office, lawyerand#x2019;s office, etc.)
2. Current or eligible accreditation by the American Health Information Management Association (AHIMA); Registered Health Information Technician or Administrator (RHIT/RHIA) preferred.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED
1. Ability to act professionally to ensure that PHI is kept confidential.
2. Interpersonal skills to work as a team member with other staff; interpersonal skills to interact effectively with patients, physicians, researchers, auditors, attorneys and law enforcement officials. NOTE: Situations may sometimes be abusive and threatening.
3. Excellent communication skills and customer service; ability to read, write and speak in the English language.
4. Knowledge of health terminology, word processing, laws relating to the release of health information, based on Massachusetts General Laws, Federal Public Health Laws, and HIPAA Regulatory Guidelines, in accordance with hospital policies and procedures.
5. Analytical abilities and good judgment necessary to evaluate, often under pressure, the legal rights of requesting parties.
6. Ability to communicate effectively (read, write and speak) the English language.
7. Ability to compose letters and complete forms using Microsoft Word, Outlook, and other related computer applications.
8. Ability to type at least 45 wpm, operate computer terminal, photocopy equipment, microfilm reader/printer, and automated request tracking system and electronic patient record.
9. Ability to concentrate and pay attention to the details of often illegibly written health records.
10. Good organizational skills to meet the demands of a busy office with many interruptions.
11. Ability to stand, bend, and/or push/pull record carts and lift/carry records.

WORKING CONDITIONS
High stress office with noise from office equipment. Lifting and carrying piles of health records is required. Involves walking to different areas of the hospital. Some situation may be very intense and threatening.
Shift: Day Shift
EEO Statement: An EEO, AA, VEVRAA Employer ]]> 7/19/2011 0.00 Null Null none Null
Responsibilities: GENERAL SUMMARY/ OVERVIEW STATEMENT:
Under close supervision, and following applicable hospital accrediting and medical staff rules and regulations, performs data quality checks on form and transcription. Is the liaison between Health Information Services and the physician staff, nursing staff and other hospital personnel for both transcription tracking and form design monitoring. Provides effective management and organization to all dictated documentation, using the management tools provided within the BWH HIS / IS systems by working closely with BWH IS, BWH LMR Team, eScription Support Team and the transcription vendors.

In conjunction with HIS and clinical end-users, participate in the strategy, design and organization of new systems. Provide ongoing training and education to users throughout BWH as needed.

and#x2022; To assist HIS in its efforts to meet and /or exceed patient, physician and customer expectations.

and#x2022; To assist the Processing Section of BWH Health Information Services Department with efforts to advance to and remain at the leading edge of quality and technology.

and#x2022; To assist BWH Health Information Services in managing and reducing the risk (i.e. quality of care and reimbursement issues) associated with inadequate or unavailable documentation.

and#x2022; Oversee the physician Suspension Process.

PRINCIPAL DUTIES AND RESPONSIBILITIES:
1. Acts as a liaison between Health Information Services Staff and individual physicians, clinicians, and Practice Managers concerning form design and transcription activities. Refers difficult problems to manager.
2. Work closely with end-users in various clinical areas to identify information needs.
3. Provide quality customer service through on-going communication, feedback and follow-thorough with customers and peers.
4. Receives, edits and uploads dictated reports pended from eScription. In a timely manner, processes, edits, corrects and merges reports thus ensuring accuracy of transcribed records. Assists clinics in troubleshooting transcription problems.
5. Manages the eScription / eMon dictation queue on an ongoing, daily basis. Including BICs Error Queue and the LMR Error queue. Works closely with LMR Team and IS to delete or amend notes as appropriate. Works closely with eScription, LMR Team and IS to troubleshoot and resolve problems as necessary.
6. Monitors and maintains quality and timeliness of all dictated reports in the BWH inpatient record as well as the LMR (Longitudinal Medical Record). Assists clinic with trouble shooting problems with uploads and missing notes.
7. Corrects header and text information of transcribed reports and merges incomplete reports.
8. Provides transcription vendors with up to date physician information when setting up a new physician for dictation. Assists IS in setting up new clinics to use eScription.
9. Interacts with physicians and Practice Managers with tact and diplomacy, face to face and on the telephone concerning questions about dictating procedures and incomplete/delinquent records. Conducts training for Practice Managers in eMon Document Management. Trains physicans in using eScription voice recognition for dictation. Provides support and assistance to LMR team for training and compliance.
10. Prepares / distributes copies of dictated Op Notes and Discharge Summaries for attending and referring physicians.
11. Works with Manager and staff in Record Completion area to finalize physician suspension list, with frequent updates to determine which physician have not completed their medical records. Accuracy and attention to detail is critical in this process.
12. As outlined in the Suspension Policy and Procedure, makes phone calls and prepares warning and Suspension Letters. Under supervision of Manager, is responsible for sending final Suspension Notice to BWH Administration via email.
13. Insures availability of medical records for physicians from Chart Control and/or other areas of the facility.
14. Strive to meet productivity targets established by Manager.
15. Maintain daily volume log. Provide Manager with daily productivity stats to ensure staffing levels are matched to work load requirement.
16. Assist in other areas of department as determined by Manager, including Medical Record Review and assisting co-workers as necessary and appropriate.
Requirements: QUALIFICATIONS:
1. High School Diploma or GED. One to two years college or 3 to 5 years progressive
experience in a Health Information Services Department.
2. Demonstrates clear ability to speak, read and write English.
3. Completion of accredited or BWH approved medical terminology course

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
1. Understands and practices hospital and departmental confidentiality policies and procedures.
2. Demonstrates formal knowledge of medical terminology by successful completion of an approved terminology course.
3. Understands and practices hospital and departmental confidentiality policies and procedures.
4. Strong computer / keyboard skills to include MS Word and Excel and Outlook. The ability to quickly learn multiple hardware and software applications within the BWH Health Information Services Department.
5. Ability to work cooperatively and effectively with groups at various professional levels, i.e. physicians and other care providers, managers and staff in order to accomplish goals and objectives while maintaining good working, professional relationships.
6. Ability to prioritize multiple projects.
7. Ability to train physicians and other users on various health information software applications.
8. Files correctly in all medical record formats.
9. Recognizes and distinguishes among all colors.
10. Ability to read and comprehend the medical record.
11. Knowledge of medical staff organization and specific physician specialties in all categories of staff, including residents and interns.
12. Strong phone communication skills.

WORKING CONDITIONS:
1. Requires standing and walking which include pushing carts to pick up records about 10% of the time.
2. Usual office environment and#x2013; open work station.
3. Subject to stressful situations.
4. Ability to stand, stoop, bend, lift, climb ladders or to perform equivalent physical activity.
Shift: Day Shift
EEO Statement: An EEO, AA, VEVRAA Employer ]]> 7/19/2011 0.00 Null Null none Null
Responsibilities: GENERAL SUMMARY/OVERVIEW STATEMENT

Coordinates the maintenance, support and processing of medical records in a timely fashion and within standard record-keeping practices. Responds to requests for confidential medical information.

PRINCIPAL DUTIES AND RESPONSIBILITIES
1. Retrieves, processes, prepares, and refiles paper records as requested. Maintains records in proper order and good physical condition.
2. Prints daily encounter forms for each clinical area. Puts each encounter in the corresponding provider jacket.
3. In accordance with HIPAA regulations handles requests for copies of medical records to and from outside agencies and providers. Logs all incoming requests and checks authorization for validity.
4. Maintains release log of all requests received, answered, and pending. Screens records for any confidential information that is not covered under a general authorization.
5. Analyzes requests and determines what information to copy and photocopies information from record needed to comply with request, deleting any sensitive material not covered by authorized release. Confers with PCP, as needed.
6. Acts as central receiver in the health center for subpoenas and court orders. Interacts with court clerks and attorneys, as appropriate.
7. Assists in training staff to medical records systems and procedures.
8. Covers other operational staff positions such as ambulatory practice secretary, as needed.
9. Periodically purges and stores medical records. Responsible for all correspondence with archive company.
11. Oversees the retrieval and refiling of all records for internal and external audits.
12. All other duties as assigned.

B. SCANNING and#x2013; DOCUMENT PREPARATION, SCANNING, INDEXING AND QUALITY CHECKS

a) Document Prep
1. Prepare batches of documents for scanning into the electronic document management system. Correctly identify portions of medical record to be scanned, remove staples, clips and burst multi copy forms.
2. Insert appropriate bar coded divider pages to ensure accurate indexing of scanned documents.

b) Scanning Documents
1. Scanning of documents using high-speed scanning devices and flat bed scanners. Includes monitoring the scanning process for mis-feeds, addressing problems in a timely manner, minimizing interruptions in productivity.
2. Calibrate the scanner for proper image quality.
3. Troubleshoot scanners and monitor daily usage of equipment.
4. Perform routine maintenance of scanning equipment according to departmental procedures and vendor specifications.

c) Indexing Documents
1. Indexing scanned documents to include the queue of loose documents that were scanned in separately from the admission.
2. Ability to search stored documents using defined search criteria
Requirements: QUALIFICATIONS
1. Completion of a two-year program in health record technology or equivalent experience, e.g. a minimum of two years work experience in medical records and medical terminology training.
2. Current accreditation by the American Health Record Association preferred (ART).
3. High School diploma or equivalent required.
4. Ability to read, write, speak and understand English clearly required. Ability to speak Spanish preferred.
5. 1 to 2 years digital/electronic document imaging experience or production machine operator experience preferred.

SKILLS AND ABILITIES REQUIRED
1. Ability to act professionally to ensure that medical information is kept confidential.
2. Knowledge of medical terminology, laws relating to the release of medical information, and hospital policies and procedures.
3. Analytical abilities and good judgment necessary to evaluate the legal rights of requesting parties.
4. Good interpersonal skills to deal effectively and courteously with patients, attorneys, medical staff, and other requesting parties.
5. Ability to communicate effectively.
6. Ability to type, operate computer terminal, and photocopying equipment.
7. Spells correctly
8. Files accurately; alphabetically and numerically, including terminal digit order.
9. Keyboard skills to perform accurate data entry, within parameters of job.
10. Ability to act in a professional manner to advise, instruct and deal effectively with all clinicians.
11. The ability to communicate in a professional manner with all levels of hospital personnel.

WORKING CONDITIONS
Lifting and carrying piles of medical records is required. Standing required to photocopy medical records, walking to different areas of the center. Frequent interruptions.
Shift: Day Shift
EEO Statement: An EEO, AA, VEVRAA Employer ]]> 7/19/2011 0.00 Null Null none Null
Responsibilities: GENERAL SUMMARY/ OVERVIEW STATEMENT:
Under close supervision and according to established procedureand#x2019;s, verifies requests, files and retrieves medical records, assembles/re-assembles patientand#x2019;s medical records in the proper format, tracks medical records, and performs other related duties in order to assist in compiling and retaining the medical records of all hospital and Dana Farber Partners Cancer Care patients. Learns and performs all seven Chart Control stations.

PRINCIPAL DUTIES AND RESPONSIBILITIES:
1. Arranges loose medical record forms in terminal digit order; correctly files loose medical record forms into medical record jackets; operates the space saver mobile file system to file and retrieve medical records.
2. Makes medical record deliveries and pickups from various locations within the hospital included private offices.
3. Retrieves medical records from designated locations within hospital; locates original record, creates temporary folders if necessary, creates bar codes and tracks all records to appropriate areas and files them according to terminal digit order. Delivered copy and retrieved medical records from main campus.
4. Receives, records and processes medical record requests by telephone, paper requisitions, computer pull slips and/or computer lists.
5. Divides large records into volumes; makes duplicate records for admissions or miscellaneous laboratory data when original is not available; merges divided records into one chart; repairs folders of damaged records.
6. Uses BICS system to identify and/or verify patients, physicians and discharge dates.
7. Uses the BICS system to identify and/or verify patients and patient medical record numbers. Pursues several manual and computerized data bases to accurately identify previous non-active patients to add medical record numbers and identification to the current computerized master patient index.
8. Ability to answer questions regarding the IRTS computer system. Uses the IRTS system to identify deficiencies for an inpatient medical record.
9. Assembles or re-assembles records in the correct format.
10. Purges medical records from permanent file using a purge pull list, affix loose labs to records and track purge records to the warehouse and place them on warehouse carts.
11. Answers telephone calls coming from hospital main number for all sections of medical records, transferring calls to the appropriate staff member after determining the callerand#x2019;s request. Takes messages accurately and completely, delivering messages in a timely manner.
12. Greets walk-ins in a pleasant, courteous, professional manner, referring them to the appropriate staff member after determining which requests can be handled by answering questions with the necessary information without requiring the presence of another staff member.
13. Operates printer to print demand requests, print logs, patient visit lists, transcription reports and various types of retrieval lists. Knows how to correct basic problems with departmental printer.
14. Coordinates warehouse functions for the retrieval of medical records from the warehouse.
15. Performs troubleshooting activities for clinic booking lists and individual priority requests.
16. Answers questions and provide appropriate information as requested by co-workers, Physician and other hospital personnel. In addition answers telephone questions regarding the policy and procedures as they pertain to Correspondence, Birth Certificates, Scanning and Medical records practices.
17. Ensures confidentiality of medical records. Enforces hospital and departmental policies and procedures regarding confidentiality and release of information.
18. Receives subpoenas and checks for validity. Check authorization for validity and determine if release of health information is appropriate base on Massachusetts general laws, Federal public health laws and HIPAA regulatory guidelines.
19. Prepares records for outside emergency requests, transfer requests and Mass Pro requests, determining what health information is pertinent to fax or copy.
20. Releases health information by facsimile in emergency situations after verification and a call back. Under this type of pressure, must determine health information needed for the care of the patient.
21. Operates computer request tracking system to enter/edit and/or access information. Uses electronic patient record to print computerized health
22. Accurately requests medical records form Retrievex (off-site record storage facility) using Retrievex web-based document management system Retrievex Link to search for, generate a medical record request. Must be accurate when ordering medical records to ensure the availability of medical records for timely patient care.
23. Retrieves and process discharge Leftover admissions from the Scanning department.
24. Prepare batches of documents for scanning into LMR. Correctly indentify portion of medical record to be scanned, remove staples and clips. Insert appropriate divider pages to ensure accurate indexing of scanning documents.
25. Performs related duties as assigned by the Assistant Supervisor, Supervisor and/or Manager.
Requirements: QUALIFICATIONS:
1. High school diploma or equivalent.
2. Speaks English clearly.
3. Reads and writes English.
4. Understands and practices hospital and department confidentiality policies and procedures.
5. Minimum 6 months medical record experience.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
1. Spells correctly.
2. Files accurately, alphabetically and numerically, including terminal digit order.
3. Performs accurate data entry, within parameters of job.
4. Recognizes and distinguishes among all colors.
5. Uses specific departmental computer applications: BICS RE, PI, and CI.
6. Locates, retrieves and re-tracks records throughout department and hospital.
7. Answers questions and triage in appropriate manner.
8. Files correctly in all chart formats.
9. Knowledge of established record order for inpatient and outpatient sections.
10. Knowledge of department and hospital policies and procedures related to record tracking, processing and record completion.
11. Knowledge of internal organization of Health Information Services, policies and procedures related to record tracking and how to refer patients and other hospital personnel to correct department unit.
12. Retrieves information from manual, microfiche and computer databases.
13. Practices courtesy skills to effectively interact with staff, patients, physicians, public and vendors.
14. Meets deadlines.
15. Works under pressure.
16. Able to prioritize daily work.

WORKING CONDITION:
1. Subject to stressful situations. Phone work is high stress!
2. Ability to stand, stoop, bend, lift, climb ladders or to perform equivalent physical activity 80% of the work time. Ability to lift and carry bundles of medical records up to 20 pounds.
3. Noisy environment of computer printers and eyestrain from CRT and#x2013; 40% of the time.
4. Exposure to risk of injury from the Electronic Space saver Filing System; handling bundles of records
Shift: Evening Shift

Sunday - Thursday, including holidays
EEO Statement: An EEO, AA, VEVRAA Employer ]]> 7/19/2011 0.00