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Job Number: 69363
Categories: Professional & Executive
Location: 5323 Harry Hines Blvd, Dallas, TX
Department: 710000 - HSO-HIM
Full/Part Time/PRN: Day Job
Regular/Temporary: Regular


This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information


Salary Negotiable

Experience and Education

High school diploma or equivalent and one (1) year of previous healthcare experience are required.

Vocational training or vocational certificate strongly preferred is required Associate degree or one (1) year of college in Business Administration, Health Information Management or other closely related field is preferred but not required.

Basic knowledge of medical terminology preferred.

Job Duties

Record Management Functions

  1. Performs various detailed and technical tasks to input and/or retrieve /release patient information while ensuring patient health information is complete, accurate, timely, and compliant.
  2. Verifies updates, maintains, and retrieves patient health information in paper and/or electronic format for authorized personnel.
  3. Protects the privacy and security of medical records to ensure that confidentiality is maintained.

EMPI Functions

  1. Monitors data integrity, researches/merges duplicate medical records, and identify/correct patient overlays according to established protocols.
  2. Performs patient name and/or demographic changes and follow the "Marking Patients Deceased" processes as appropriate.

Scanning Functions

  1. Prepares, scans, and indexes protected patient health information documentation in the electronic medical record.
  2. Follows strict quality measures of documents scanned into the electronic medical record.

ROI Functions

  1. Timely correspond to requests for release of protected patient health information by receipt via walk-in, telephone, written, and referral while ensuring the appropriate information is released.
  2. Executes the timely and accurate uploading and burning of external CDs/DVDs and/or printing and digitizing of films upon request
  3. Performs various radiology film library functions upon request including calling and corresponding with patients and other department staff via in-person, telephone, email or fax.
  4. Reviews patient health information, process requests (in paper and/or electronic format) for medical records, and coordinate the release of other types of records which are in compliance with organizational and departmental standards, along with HIPAA regulations.

Transcription Functions (Referral Letters)

  1. Monitors and processes Referral Letters in the EPIC letter queue.
  2. Ensures all notes are attached to letters.
  3. Reviews Communication Manager for CC's to be sent.
  4. Reviews EPIC Phonebook to verify/update/create new letter recipients.
  5. Works RightFax for any failed faxes.
  6. Mails referral letters and notes to recipients marked in EPIC phonebook with preferred communication method of Mail.
  7. Reassigns referral letters back to clinic if issues arise needing the clinic's input.
  8. Keeps track of daily/monthly production totals to ensure baseline production requirements are met on a monthly basis.
  9. Ensures quality standards are met by meeting quality guidelines on a monthly basis.

Inpatient Functions

  1. Re-analyzes medical records for completeness and applies deficiencies as needed.
  2. Responsible for coordinating the weekly suspension process,
  3. Responsible for coordinating the daily operative scheduling suspension process.
  4. Reports Performance Improvement audit results to all designated staff.
  5. Is responsible for prep and analysis for discharged patients.

General Functions

  1. Cultivates a shared vision for the department that is consistent with the UT Southwestern Medical Center (UTSW) vision and strategic initiatives by upholding the departmental Specialist expectations, customer service, professionalism, standards, processes, and other departmental strategies.
  2. Duties performed may include one or more of the following core functions: a) Directly interacting with or caring for patients; b) Directly interacting with or caring for human-subjects research participants; c) Regularly maintaining, modifying, releasing or similarly affecting patient records (including patient financial records); or d) Regularly maintaining, modifying, releasing or similarly affecting human-subjects research records.
  3. Performs other duties as assigned by management.

Knowledge, Skills & Abilities

  • Work requires strong analytical and critical thinking skills.
  • Work requires excellent customer service, interpersonal, and communication skills (verbal and written).
  • Work requires organizational skills along with a high level of accuracy and attention to detail.
  • Work requires computer skills and experience with Microsoft Office and/or various software applications.
  • Work requires ability to report and problem solve using discretion, judgment, and professionalism.
  • Work requires ability to handle multiple tasks, show initiative, and adjust to changes as appropriate under a stressful environment.
  • Work requires ability to perform in a conservative, fast-paced, and quality driven environment.
  • Work requires ability to comprehend, understand, and follow established policies, procedures, and other guidelines of some complexity.
  • Work requires self-motivation, maturity, and being a team player.

    Working Conditions

    Work is performed mostly in office environment.

UTSouthwestern Medical Center is committed to an educational and working environment that provides equal opportunity to all members of the University community. In accordance with federal and state law, the University prohibits unlawful discrimination, including harassment, on the basis of: race; color; religion; national origin; sex; including sexual harassment; age; disability; genetic information; citizenship status; and protected veteran status. In addition, it is UTSouthwestern policy to prohibit discrimination on the basis of sexual orientation, gender identity, or gender expression.

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