Department: Medical Records
Reports To Title: Health Information Supervisor or Clinic Manager
Location: Woodland, CA
Pay Range: $25.58 to $31.26/ hr, depending on years of experience
Schedule: Monday to Friday, 8am to 5pm (Full Time Equivalent)
DLSE/FLSA Status: Nonexempt /Hourly position
Supervisory Responsibilities: YES
About CommuniCare+OLE: Established in 2023, CommuniCare+OLE is the result of a union of two health centers with deep roots in their respective communities and reputations for providing high-quality primary care to all, regardless of insurance or ability to pay: OLE Health of Napa and Solano Counties and CommuniCare Health Centers of Yolo County. Building on a legacy established by both organizations in 1972, CommuniCare+OLE is a network of federally-qualified health centers with 17 sites across Napa, Solano, and Yolo Counties. It offers comprehensive care, including medical, dental, behavioral health and substance use treatment, nutrition, optometry, pharmacy, care coordination, referrals, and enrollment assistance to more than 70,000 individuals, and no one is turned away due to lack of insurance, immigration status, or ability to pay. Many services are offered outside of its sites, including mobile health, home visiting, and community and school-based programs.
Benefits: Medical, Dental, Vision Coverage Employer covers 90% of employee medical, dental and vision premium and 50% of dependent premium 18 days of PTO (Vacation & Sick) 10 Paid Holidays + 1 Float Holiday 2% employer match with employee 4% Contribution 403(b) retirement plan Tuition Reimbursement of up to $2,000 per Calendar Year for part-time and full-time employees (prorated per Full-Time Equivalent) Life & Accidental Insurance Coverage Employer contribution for Health Savings Account Flexible Spending Account (FSA) and Limited FSA Options
Job Summary/Overview: The Health Information Technician (HIT) is primarily responsible for compiling and maintaining documentation of patient health information within the Electronic Medical Records (EMR) system. The HIT is expected to perform duties in an accurate and complete manner to ensure care teams have up-to-date information to provide exceptional patient care.
CommuniCare+OLE provides an inclusive workplace that promotes and values diversity and life experience. CommuniCare+OLE encourages people of all backgrounds to apply including, but not limited to, Black, Indigenous Peoples, people of color, immigrants, refugees, women, LGBTQIA+, people with disabilities, veterans, individuals of all ages and religions, and individuals who have been affected by the legal system. You Are Welcome Here.
Minimum Position Requirements: Education, Experience, Skills/Training
Education: High School Diploma or General Education Degree required
Experience/Lived Experience: Entry level position; one year of experience in a health care setting preferred
Special Skills/Training: Strong analytics and problem-solving skills and attention to detail required. Data entry skills, Microsoft Office, and Electronic Health Record system preferred Knowledge of medical terminology, including terms used in basic anatomy and physiology preferred Bilingual (English/Spanish) strongly preferred
Essential Functions and Responsibilities
1. Demonstrates exceptional customer service skills including greeting patients or colleagues in a kind, compassionate and courteous manner; responds effectively to patient or care team member questions; manages multiple priorities and heavy patient workloads with patience and confidence
2. Prepares, scans, indexes, abstracts, and processes health records containing protected health information through electronic and other health record systems for immediate access by medical providers, clinicians, dental providers, and clinic support staff.
3. Receives, tracks, and processes external requests for a variety of health information with standard level of protections; verifies and reviews health information requests and authorization forms for validity, completeness and compliance with State and Federal law and confidentiality guidelines.
4. May process and analyze all incoming and outgoing faxes electronically by following standard health information department workflows.
5. Performs data integrity including identity verification, correcting patient information, Electronic Health Record and document corrections.
6. Assists in developing and implementing procedures to improve quality, content and security of health records; assists in maintaining health record procedures manuals; makes recommendations for procedural changes as needed; audits charts and internal processes as requested.
7. Reviews health records for completeness; searches for missing records; follows up with clinicians and other members of the care team to obtain missing documentation, information or requires signatures
8. Attends routine department meetings, trainings, and other meetings as required to maintain professional growth and comply with organization policy.
9. Answers questions about confidentiality, documentation standards, procedures and release of health information; assists in education and training new health information staff on health records tasks; assists in education clinicians and other internal staff regarding health record issues; resolves issues with records retrieval and in location information
10. Answer Health Information Department backline and respond to inquiries from outside entities per department protocol
11. Has a thorough working knowledge of HIPAA Privacy Practices and Release of Information policies and procedures and can assist patients and staff relative to the Health Information Department responsibilities regarding authorizations, patient access, request for amendments, accounting of disclosures, and minimum necessary standards.
12. Strong communication skills and ability to effectively present and share facts and ideas both orally and in writing. Keeps Health Information supervisor or any other appropriate department leads informed of pertinent matters
13. Has the ability to navigate among several specialized health information portals both internal and external
14. Provides assistance and information to staff, patients, and third parties such as other clinics, insurance companies, government agencies, and law firms via phone and/or email; explains how to obtain records; provides status on records requests; provides timeframe for when requested records are expected to be received.
15. Committed to the constant pursuit of excellence and teamwork in improving the care of the patient and families of CCOLE.
16. Performs other duties as assigned
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