Document Imaging Tech

Coffee Regional Medical Center

Document Imaging Tech

POSITION SUMMARY

• To ensure the timely processing of PFS documents, the Document Imaging Technician will batch all PFS documents; review each page for poor originals or items that cannot be scanned and will ensure patient identification is present on each document.

• Also, Document Imaging Technician will be responsible for scanning all documents into the Horizon Business Folder (HBF) daily.

• This position will maintain daily workflow, ensuring that documents are scanned in a timely and efficient manner to avoid delay in further processing.

• Also, the Document Imaging Technician will be responsible for assisting in accurately receipting all cash and mail payments through the use of computer systems to assure proper application.

OVERVIEW

• The evaluation is to assure individual performance, departmental goals and organizational goals are aligned. It is designed to support communication between the manager and the employee. Employee perception of their own performance is very important. To maximize the benefit of this process, both the manager and the employee participate in the evaluation process.

QUALIFICATIONS

A. Knowledge, Skills, and Abilities

• Excellent customer service skills.

• Reads and understands the English language.

• Ability to think critically and analytically with little or no supervision.

• Ability to work effectively in situations of high stress and conflict and communicate goals and outcomes.

• Ability to process information and prioritize.

• Possesses exceptional verbal and written communication skills.

• Possesses independent work habits, is self-reliant and self-directed.

• Ability to learn, adapt, and change as required by the job functions.

• Ability to maintain absolute confidentiality of material and information accessed and reviewed.

• Basic computer literacy

• Ability to move freely, reach, bend, and complete light lifting.

• Ability to use good body mechanics while performing daily job functions and ability to follow specific OSHA guidelines.

• Ability to maintain attendance to meet standard job practices.

B. Education

• High School Graduate or G.E.D. required.

C. Licensure

• N/A

D. Experience

• One year experience in a clerical position, preferably experience in the collection area.

• General office and computer experience required.

E. Interpersonal skills

F. Essential technical/motor skills

G. Essential physical requirements

• Sedentary: Exert up to 10 lb. of force occasionally and/or a minute amount frequently - greater than 75%

H. Essential mental requirements

I. Essential sensory requirements

J. Other

• Attention to detail, communication, and documentation skills must be excellent.

• Must have good eye and hand coordination skills.

• Prior public relation is also required.

• Time management and productivity must be excellent.

• Analytical, organizational, and arithmetic skills must be above average.

• Must be trustworthy and of sound moral character.

K. Equipment used

OTHER QUALIFICATIONS

A. Exposure to hazards (body fluid exposure level)

• Level III

B. Age of Patient Populations Served

• No patient contact

JOB SPECIFIC DUTIES AND PERFORMANCE STANDARDS

• Below are those tasks, duties, and responsibilities that comprise the means of accomplishing the position’s purpose and objectives. These are critical or fundamental to the performance of the position. They are the major functions for which the person in the position is held accountable. Following are the essential functions of the position, along with the corresponding performance standards.

o Major Task, Duties, and Responsibilities for Prepping

 Retrieves all mail and interoffice mail from other departments on a daily basis.

 Prepares all documents by removing staples, paper clips, sticky notes, rubber bands. Torn documents are taped; loose edges are taped down; poor quality originals are stamped as such.

 Prepares all documents in page order.

 Copy severely damaged documents so that they can go through scanning process without difficulty.

 Prepares batch by placing batch cover sheet on each batch and placing rubber band or gem clip to secure the batch.

 Retrieves PFS documents from daily inbox and prepares for scanning.

 Places all batches in appropriate area for scanning daily.



o Major Task, Duties, and Responsibilities Scanning

 Perform daily maintenance of the scanner and cleans scanner on a periodic basis as assigned.

 Maintains appropriate set up for scanner to ensure optimal image results.

 Retrieves records from scanning shelf and performs scanning process according to procedure and within established time frame.

 Verifies that each batch has been prepped appropriately, removing documents that cannot be scanned and removing staples, paperclips, etc.

 Assigns a batch label according to procedure.

 Ensures that all documents are scanned on the correct scan resolution.

 “Fans” the stack of documents to be scanned in order to make sure the documents separate easily to reduce misfeeds.

 Identifies pages that did not scan well and adjust scanner setting appropriately.

 Writes batch to correct work queue.

 Place completed batches in appropriate area for indexing.



o Major Task, Duties, and Responsibilities for Indexing

 Reviews images scanned.

 Identify documents that are of poor quality and mark for rescanning.

 Ensures that all scanned documents are positioned correctly. Identify those that are incorrect and corrects them.

 Insert pages/documents when and where appropriate.

 Append pages/documents when and where appropriate.

 Identify when it is appropriate to split and merge documents.

 Apply correct template to EOB batches.

 Index documents to correct encounter and document type.

 Write each indexed batch to the appropriate queue according to workflow procedure.

 Review assigned work queue(s) daily to ensure timely processing of all assignments in the queues.



o Other

 Open office daily and begin preparing for public visits and calls.

 Answers PBX daily and transfers all calls to appropriate personnel.

 Receipts cash, checks, and credit card payments over the counter from patients, guarantors, attorneys, etc.

 Receipts cash, checks, and authorizations for online and mail credit card payments from patients, guarantors, insurance companies, etc received by mail.

 Research payments on the computer system to determine proper application and records payment in daily batch.

 Distributes money to personnel for petty cash purchases and obtains receipt for same.

 Prepares an adding machine tape on all checks receipted daily.

 Balances daily cash, checks, and credit cards with totals on the daily cash batch.

 Prepares individual window deposit and forwards to the Head Cashier at Patient Financial Services.

 Closes office daily and secures locked cash boxes in the safe.

 Opens, sorts, and prep mail payments.

 Update accounts when mail is returned from the post office; and batch to be scanned and indexed.

 Assists other personnel as needed (ex. scanning third party information, taking messages, researching files).

 Operates folder/inserter machine to mail patient statements and collection notices to guarantors.

 Checks Patient Financial Services mailbox at the hospital daily.

 Obtains accident reports from local law enforcement agencies.

 Takes and retrieves documents form Magistrate Court and Superior Court Clerk’s office.



o Ability to produce workable ideas and techniques, willingness to attempt new approaches and perform job duties independently.

 Performs duties in an independent manner with minimal direct supervision.

 Can solve day to day problems within scope of practice and make decisions in a timely manner.

 Offers workable ideas, concepts, and techniques to improve productivity.

 Willing to attempt new job duties, tasks, etc.

 Maintains regulatory requirements including all state, federal and Joint Commission regulations related to Patient Financial Services and, as appropriate, to the facility.

 Performs any other task as requested by Supervisor or Management in a willing and positive manner.



EDUCATION AND COMPETENCY

• Attends all mandatory and department-specific education and training programs as required.

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Attends all required education and training and can describe his/her responsibilities related to department safety and specific job related hazards.

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Has met all required competencies for the evaluation period as evidenced by job specific competency evaluations...