JOB SUMMARY

At Houston Methodist, the Quality Control Indexing Analyst position is responsible for reviewing the quality of scanned patient medical records and loose documents in the medical record imaging system to ensure the highest level of quality possible. Other duties include indexing all medical record documents to the appropriate patient folder, ensuring that each document is correctly assigned the appropriate document name and ensuring workbasket expectations are met. This position also performs document prepping and/or scanning functions as needed.

PRIMARY JOB RESPONSIBILITIES

Job responsibilities labeled EF capture those duties that are essential functions of the job.

PEOPLE - 15%

• Promotes a positive work environment and contributes to a dynamic team focused work unit that actively helps one another to achieve optimal departmental and organizational results. (EF)
• Interacts with others in a supportive and respectful manner; communicates effectively with members of the team as well as internal and external customers. (EF)
• Takes initiative to help other team members when assigned duties are complete. (EF)

SERVICE - 25%

• Performs one or both of the following functions as needed to ensure document capture processes occur efficiently (EF):
  • Prepping Functions - Processes documents for scanning and indexing by determining which documents need to be scanned as part of the patient’s medical record, preparing the documents (e.g., removing staples, paper clips, etc.; applying correct labels), and sorting each document according to the correct patient encounter.
  • Scanning Functions - Processes documents for indexing by performing daily maintenance on the scanner to ensure optimal image results, performing a check of the documents to ensure they are ready for scanning (e.g., ensuring all staples and paper clips have been removed; applying correct labels), creating an appropriate batch for scanning, and scanning each batch ensuring that documents are scanned correctly and moved to the correct status.

QUALITY/SAFETY - 45%

• Indexes all medical record documents to the appropriate patient medical record and visit, ensuring that each document is correctly assigned the appropriate document name and 100% of the medical record pages are processed/captured. Locating and entering missing data. (EF)
• Utilizes resources such as Master Document Listing when necessary to ensure accuracy of document type. (EF)
• Processes exception workbaskets, identifies poor image capture, clarifies unknown documents are identified and makes corrections when appropriate. (EF)
• Provides updated forms to an administrative user for update. (EF)
• Ensures all images are labeled with appropriate patient information. (EF)
• Validates images are correctly matched on the paper document and document imaging system. (EF)
• Adheres to department standards for productivity including workbasket expectations, timeliness, and quality. (EF)
• Follows department policies, procedures, and processes for prepping, scanning, indexing, and quality checking as appropriate to the role. (EF)

FINANCE - 5%

• Organizes time effectively, minimizing incidental overtime, and sets priorities. (EF)

GROWTH/INNOVATION - 10%

• Practices adaptability and flexibility in the face of changing demands. (EF)
• Takes initiative to contribute ideas and suggestions to improve work processes. (EF)

This job description is not intended to be all inclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises.

EDUCATION REQUIREMENTS

o Associate’s degree in health information management or related field required or additional two years of experience (in addition to the minimum experience requirements listed below) required in lieu of degree

EXPERIENCE REQUIREMENTS

o One year of general office experience to include auditing, reconciliation, verification, indexing, and/or similar tasks with medical records

o Experience working with document management strongly preferred