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Req #: 17011211
Location: Sebring, FL
Job Category: Health Information Management
Organization: Florida Hospital Heartland
Potential Referral Bonus: $


Work Hours/Shift

Florida Hospital Heartland
Florida Hospital Heartland Medical Center has provided faith-based, whole person care to the community for more than 65 years. That means we take into consideration the mind, body and spirit when designing each of our services and developing personalized treatment plans for patients. In addition to offering all-private rooms, our campus includes a comprehensive fitness center, community education center, and resource library to help community members achieve optimal health. We also house the area’s largest hospital-based laboratory, radiology services, and comprehensive diagnostic and treatment facilities.
You will be responsible for:
  • Adheres to confidentiality policies of FHHD at all times.
  • Reconciles paper records to verify the receipt of all clinical records.
  • Create Batch Cover Sheet for each batch per departmental guidelines.
  • Confirms patient name, medical record number, and the account number on every page in the record, front and back.
  • Identifies and tape torn pages.
  • Mounts and tapes down any sheets less than 8.5 by 11 inches on an 8.5 by 11 inch mount sheet.
  • For sheets with rhythm strips or other mounted documents, tapes down the top of the strip so it does not catch in the automatic document feeder.
  • Removes all staples.
  • Perforates and number pages for fan-folded sheets.
  • Puts tape over sticky materials.
  • For any documents of card stock or manila, such as Kardex makes a photocopy before scanning.
  • Arranges multi page documents in date order, either chronological or reverse chronological, per departmental guidelines.
  • Ensures all pages are in the proper orientation.
  • If a document is identified as likely to result in poor image quality once scanned, photocopy the document, adjusting the copy contrast (lightness/darkness). This may help improve the quality of the scanned image. If improvement is not noted, follow the departmental guidelines for processing poor quality originals.
  • Scan documents.
  • Prioritizes the batches in the queue and retrieve the batches for processing.
  • Confirms that all the records ready for indexing have been received.
  • Reviews each electronic image within the batch. Compares with hard copy and confirms image quality, appropriate order and appropriate rotation.
  • Determines the correct patient name, medical record number, account number, document type or section (if appropriate)
  • Rearranges out of order images within the electronic document.
  • Relocates electronic images that are incorrectly filed in another document or encounter.
  • Index the image (encounter, section, or document) approximately by required patient data elements according to facility specific guidelines.
  • Reviews and determines if image should be added as new document to an existing record or deleted.
  • Redirects documents for re-scan any images not appropriate for permanent storage.
  • Place encounter batch cover page back on top – sign off on char QC process.
  • Determines the readiness of the batch for validation.
  • Locates the electronic document for verification against paper batch.
  • Reviews each image in the batch and verifies correct patient name and account level, proper index level (encounter, section, or document), image quality (readable, orientation, multiple sides, etc.).
  • Relocates electronic images that are incorrectly filed in another document or encounter.
  • Replaces electronic images that have unacceptable image quality or have been updated.
  • Modifies indexing as appropriate.
  • Monitors the manual indexing queue of unassigned images.
  • Demonstrates attention to detail, thoroughness and accuracy in daily work.
  • Completes high quality work in accordance with outlined standards and procedures within defined timeframes.
  • Prepares workload reports and managerial support data as needed.
  • Assumes responsibility to maintain knowledge and compliance with all current hospital and departmental policies.
  • Sets priorities and demonstrates effective organizational skills by optimizing use of time, meeting deadlines, and completing assigned task in a cost-responsible manner.
  • Demonstrates flexibility and supports changes that improve quality of care, service and operations.
  • Improves skills through continued education and training.
  • Safely performs job duties by maintaining safe and clean work environment.
  • Demonstrates understanding of fire, disaster, safety and infection control policies. Attends and completes all required training and meetings, and annual employee physical examination in a timely manner.
  • Answers telephone, answers questions and refers/ transfers callers; identifies the department and name; speaks clearly and in a moderate tone of voice; addresses the caller by name when appropriate.
  • Uses effective interpersonal skill with all callers.
  • Transfers calls to correct person or area in a timely manner.
  • Duties may also include:
  • Completes all birth certificates daily maintaining all HRS requirements for completion.
  • Completes the Healthy Start forms for all mothers and attaches to completed birth certificates.
  • Demonstrates good communication skills with physicians, fellow employees and other customers.
  • Enters pertinent information in the computer and generates the birth certificate; goes back to mother's room and reviews all data with the mother or father for accuracy; obtains signature of mother or father on the birth certificate as appropriate.
  • Fills out request form for social security number in conjunction with birth certificate process.
  • Follows all procedures regarding release of information.
  • If baby's parents are not married, follows the proper procedure to ensure the father's paternity per their request.
  • Maintains a good working relationship with Vital Statistics section of the Health Department.
  • Retrieves paper medical records for physicians, hospital staff, as requested.
  • Visits each mother in her room and completes the information worksheet for each newborn.
  • Works independently with minimum of supervision demonstrating initiative, accuracy and productivity.
  • Covers other work areas during vacation, illnesses, etc., including Lake Placid and Wauchula campuses.
  • Ensures preop H&Ps are ready for surgery for FHHMC and Lake Placid campuses.
  • Priorities transcribed reports in EMON for STAT dictation.
  • Processes/files charts on “Return” shelf before end of shift daily.
  • Completes release of information requests including retrieving patient's medical record if paper record or printing from Medical Records Publishing for electronic; copying record accurately according to requests and established procedures.
  • Handles all medical staff requests for patient information.
  • Knowledge about medical records and other medical information, patient privacy and confidentiality, and release of information.
  • Maintaining the confidentiality of all patient, client, and facility information at all times, both while on duty and off duty.
  • Maintains working knowledge of external legislative and regulatory initiatives.
  • Validates requests and authorizations for release of protected health information to established procedures.
  • Pulls all incomplete/permanent medical records for physicians/hospital staff as requested
  • Covers other work areas during vacation, illnesses, etc., including Lake Placid and Wauchula campuses.
  • Other duties as assigned.
What will you need:
  • Standard office equipment including computers, copiers, fax, printer, multi-line phone.
  • Minimum of a High School Diploma or equivalent
  • Spanish (speak, read, write) (Preferred)
  • Medical Office Clerical experience

This facility is an equal opportunity employer and complies with federal, state and local anti-discrimination laws, regulations and ordinances.
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