UW HEALTH JOB DESCRIPTION
HEALTH INFORMATION PROCESSING SPECIALIST
Job Code: 440005
FLSA Status: Non-Exempt
Mgt. Approval: T. Sentry
Date: 2.2019
Department:
HR Approval: A. King
Date: 2.2019
JOB SUMMARY
The Health Information Processing Specialist is responsible for accurate and timely prepping, scanning and indexing of
select documents into the electronic medical record and electronic file cabinet for all UW Health and affiliate locations.
Additional document imaging responsibilities include management of electronic information by means of quality monitoring,
correction, and reporting of inaccuracies to HIM management. This position provides support to both internal and external
customers in the management of electronic documentation. Document Imaging staff will facilitate the organization-wide
strategic plan of moving to a fully electronic medical record.
In addition to Document Imaging, the incumbent is responsible for greeting and assisting visitors, answering & routing
incoming calls, distributing daily work assignments and updating logs along with assisting with paper chart processes. The
incumbent routinely provides telephonic and personal assistance to internal and external customers. The Health
Information Processing Specialist must consistently demonstrate superior people and customer service skills and a
commitment to the unique needs and requirements of a multi-national staff of professional caregivers and patients.
Basic training includes: sorting, scanning, indexing and committing documents through all mediums and typically takes six
to nine months to complete.
MAJOR RESPONSIBILITIES
Medical Files - Document Imaging Sorting, Prepping, Scanning and Indexing
• Reviews documentation for required data elements and sorts documents according to established guidelines.
• Utilizes Health Link, OnBase and PACs to locate identifiers and process documents.
• Prep paper documents for scanning according to guidelines.
• Perform daily scanner maintenance and perform basic mechanical troubleshooting.
• Review documentation in OnBase/HealthLink or PACs to determine all information is present and correct the
document type, descriptor, encounter number or order number. Index the document in the appropriate system
using advanced settings to ensure high quality images and validate it is viewable in the correct location by the end
user. Utilize electronic training resources.
• Review for duplicates using “OnBase workflow”, move documentation, pull, drag, drop and delete as necessary to
ensure the best image quality.
• Monitor scan queues for priority and work in multiple queues as assigned.
• Log all work in database tracking system.
• Identify errors within the systems and facilitate corrections
• Review scanned and indexed documents for quality through Self-QA to ensure accuracy and image quality.
Medical Files - Distribution and paper charts
• Assist in ordering, maintenance; check out, delivery and return of paper charts using Health Link, Versatile and Iron
Mountain Connect.
• Review reports and complete work processes associated with each report.
• Travel to CSC to deliver and pick up documents, charts and other patient care media.
• Sort and distribute incoming and outgoing mail, charts and documents. Deliver and pick up documents within the
building.
Customer Service
• Process internal/external telephonic and printed requests for electronic and paper medical records. Locate and
arrange delivery of the medical record to the requester. Coordinate off site medical record retrieval as needed.
• Provide assistance and direction to all callers and visitors by explaining H.I.M. and Release of Information
procedures while providing exceptional customer service.
• Monitor assigned voice mail and email boxes.
• Assist end users in record retrieval and review in the Research Room as necessary
UW HEALTH JOB DESCRIPTION
Administrative
• Independently organize and prioritize time to provide full medical record availability to customers and complete all
related tasks.
• Respond to after hour telephonic, in-basket, e-mail and fax requests for medical information needed to facilitate
direct patient care, utilizing the paper and electronic record.
• Participate in after hours on-call to provide stat record retrieval and indexing services.
• Actively participate in training sessions and help new staff to learn. Assist in reviewing and updating training
materials.
• Provide Manager/Supervisor with suggestions for improvement, destination station updates, fully complete logs and
departmental documentation
• Actively participate in process improvement, engagement, department, staff and other work meetings/teams.
• Submit Service Now tickets as needed to maintain optimal system processing
• Maintain knowledge of and adhere to all HIPPA, confidentiality and compliance regulations, rules, guidelines,
policies and procedures.
ALL DUTIES AND REQUIREMENTS MUST BE PERFORMED CONSISTENT WITH THE UW HEALTH
PERFORMANCE STANDARDS.
JOB REQUIREMENTS
Minimum
General Equivalency Diploma (GED)
Preferred
High School Diploma
Minimum
Preferred
Six months of Health Care, Insurance, or Administrative Support related experience
preferred.
Experience in a clinical or Health Information Management Department of a large health
care facility.
Minimum
Preferred
Registered Health Information Technician (RHIT) or Registered Health Information
Administrator (RHIA) preferred
Required Skills, Knowledge, and Abilities
• Excellent verbal and written communication skills
• Knowledge of indices and filing systems necessary to file, store, and retrieve
information from paper and electronic record systems preferred (terminal digit filing
preferred)
• Ability to examine the record and verify patient identification
• Ability to examine a document and determine its proper placement within the paper
or electronic record
• Knowledge of standard medical terminology, basic human anatomy and medical
record format, content and medical documentation order preferred.
• Detail orientated and ability to be self-motivated to prioritize and make decisions to
complete duties in a timely manner.
• Ability to work under pressure of deadlines.
• Excellent interpersonal communication and team skills in a complex organizational
setting.
• Excellent internal and external customer service skills with the ability to remain calm,
be patient and respond professionally to all requests
• Ability to work in a team environment and to collaborate with a variety of
professionals
• Knowledge of and experience with conflict resolution techniques and problem
analysis/resolution skills preferred
• Knowledge of UW Health organizational structure preferred
• Proficient in the operation and use of computers and scanners including various
software programs such as Epic, word processing and spreadsheets
• Ability to perform routine maintenance and basic maintenance of scanning
equipment preferred
• Ability to maintain patient and employee confidentiality
• Ability to work scheduled on-call as needed
• Ability to perform repetitious movement, including long periods of standing or sitting,
along with the ability to stoop, bend, reach, step up and sit for extended periods of
time.
• Ability to lift 25 pounds and push 200 pounds.
• Ability to perform job function and make decisions without direct supervision
UW HEALTH JOB DESCRIPTION
AGE SPECIFIC COMPETENCY (Clinical jobs only)
Identify age-specific competencies for direct and indirect patient care providers who regularly assess, manage and treat patients.
Instructions: Indicate the age groups of patients served either by direct or indirect patient care by checking the
appropriate boxes below. Next,
Infants (Birth – 11 months)
X
Adolescent (13 – 19 years)
Toddlers (1 – 3 years)
X
Young Adult (20 – 40 years)
Preschool (4 – 5 years)
X
Middle Adult (41 – 65 years)
School Age (6 – 12 years)
X
Older Adult (Over 65 years)
JOB FUNCTIONS
Review the employee’s job description and identify each essential function that is performed differently based on the age group of the
patient.
PHYSICAL REQUIREMENTS
Indicate the appropriate physical requirements of this job in the course of a shift. Note: reasonable accommodations
may be made available for individuals with disabilities to perform the essential functions of this position.
Physical Demand Level
Occasional
Up to 33% of the time
Frequent
34%-66% of the time
Constant
67%-100% of the
time
Sedentary: Ability to lift up to 10 pounds maximum and
occasionally lifting and/or carrying such articles as dockets,
ledgers and small tools. Although a sedentary job is defined as
one, which involves sitting, a certain amount of walking and
standing is often necessary in carrying out job duties. Jobs are
sedentary if walking and standing are required only occasionally
and other sedentary criteria are met.
Up to 10#
Negligible
Negligible
Light: Ability to lift up to 20 pounds maximum with frequent
lifting and/or carrying of objects weighing up to 10 pounds.
Even though the weight lifted may only be a negligible amount, a
job is in this category when it requires walking or standing to a
significant degree.
Up to 20#
Up to 10# or requires
significant walking or
standing, or requires
pushing/pulling of
arm/leg controls
Negligible or
constant push/pull of
items of negligible
weight
X
Medium: Ability to lift up to 50 pounds maximum with
frequent lifting/and or carrying objects weighing up to 25
pounds.
20-50#
10-25#
Negligible-10#
Heavy: Ability to lift up to 100 pounds maximum with frequent
lifting and/or carrying objects weighing up to 50 pounds.
50-100#
25-50#
10-20#
Very Heavy: Ability to lift over 100 pounds with frequent
lifting and/or carrying objects weighing over 50 pounds.
Over 100#
Over 50#
Over 20#
Other - list any other physical requirements or bona fide
occupational qualifications not indicated above:
Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified;
it is not intended to serve as an inclusive list of all responsibilities associated with this position.