Quality Control/Indexing Technician

Job Objective:

Responsible for scanning and indexing all documents to the appropriate patient folder/encounter utilizing the correct document name; ensures that all records/documents are scanned into appropriate system are of the highest quality possible.

Job Description:

Education:

Required: High school diploma, GED or higher level degree if hired after March 1, 2025

Licensure/Certification:

N/A

Experience:

Preferred: Clerical experience in medical records or other healthcare setting

Essential Responsibilities:

• Demonstrates compliance with Code of Conduct and Compliance Policies and takes action to resolve compliance questions or concerns and reports suspected violations.
• Retrieves documents and performs scanning process according to procedure and within established timeframe.
• Performs indexing process with accuracy; each document is indexed to the correct patient/encounter and assigned the correct document name; ensures that all scanned documents are positioned correctly; identifies and corrects those that are not and fixes them; identifies and marks documents that are poor quality; rescans these documents.
• Splits and merges documents within an encounter as appropriate; inserts pages/documents when and where appropriate.
• Inserts and appends pages/documents when and where appropriate, if applicable.
• Ensures that patient name and medical record number are documented on each page
• Groups all color graphs, photographs, EEG strips, and other difficult to scan documents together for special handling, if applicable.
• Prepares all documents and assembles all documents in designated date sequence and appropriate order as outlined in chart prep policy, if applicable.
• Prepares batch cover sheet for each batch; creates each batch for inpatient, outpatient, and emergency room according to procedure; writes each indexed batch to the appropriate queue according to workflow procedure, if applicable.
• Verifies that bar-coded documents are correctly indexed, if applicable.
• Reviews assigned work queue(s) daily and ensure timely processing of all assignments in the queues, if applicable.
• Maintains appropriate setup for scanner to ensure optimal image results; cleans scanner weekly; completes maintenance log according to instructions, if applicable.
• Tracks and manages medical records release requests; calling physician offices to follow up on requests, logs in receipt of medical records, if applicable.
• Prepares medical record for physician review; scans documents after review by MD and labeling of appropriate documents to be scanned, if applicable.
• Maintains organized medical records scanning process ensuring compliance with HIPPA regulations.
• Performs other duties as assigned.

Essential Skils:

• Ability to use Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software applications
• Ability to communicate with patients, healthcare professionals, and staff to ensure clear and accurate exchange of information
• Ability to adapt quickly to changing priorities and unexpected situations
• Problem solving skills to identify issues and formulate effective solutions
• Self-starter; driven to take action without needing prompting
• Ability to prioritize tasks and manage time efficiently to meet deadlines
• Written and verbal communication skills
• Knowledge of Medical Terminology
• Knowledge of medical records processing in various electronic record systems, if applicable