Medical Records Scanning Technician

Job Description | Medical Records Scanning Technician

Classification: Temporary, Part-time, non-exempt

Reports to:  Communications Supervisor

Department: Communications

Summary/Objective

                The Medical Records Scanning Technician is key in enhancing our practice's efficiency by digitizing and integrating historical patient documents into our Electronic Medical Record (EMR) system. This crucial position demands a meticulous approach to converting paper records into digital format, ensuring accuracy, security, and accessibility. By maintaining the integrity and confidentiality of patient information, this role supports the seamless provision of healthcare services, leveraging technology to facilitate improved patient care outcomes and operational productivity.

Essential Functions

1. Scanning paper records and converting them into digital format with precision and accuracy.
2. Categorizing and organizing digital records in the EMR system for easy access and retrieval.
3. Ensuring scanned documents meet quality standards, with clear readability and correct alignment.
4. Maintaining confidentiality and security of patient information in compliance with HIPAA guidelines.
5. Performing routine checks to validate the accuracy and completeness of digital records.
6. Collaborating with healthcare staff to resolve discrepancies in medical records.
7. Adhere to policies regarding the handling and disposal of confidential documents.
8. Regularly updating and backing up electronic records to prevent data loss.

Performance Factors

1. Attendance and Dependability: The employee can be depended on to report to work at the scheduled time and is seldom absent from work. Employees can be depended on to complete work in a timely, accurate, and thorough manner and are conscientious about assignments.
2. Communication and Contact: The employee communicates effectively both verbally and in writing with superiors, colleagues, and individuals inside and outside the practice.
3. Relationships with Others: The employee works effectively and relates well with others Including superiors, colleagues, and individuals inside and outside the Company.
4. Accuracy and Quality Control: The technician ensures that all scanned documents are clear, correctly aligned, and meet high-quality standards, reflecting meticulousness and a commitment to maintaining the integrity of medical records.
5. Efficiency and Productivity: Demonstrates the ability to process a high volume of records within designated timeframes, effectively managing workload to meet or exceed productivity benchmarks.
6. Confidentiality and Security: Adheres strictly to privacy laws and guidelines, such as HIPAA, safeguarding patient information with utmost confidentiality and ensuring secure handling of all medical records.

Qualifications

1. High school diploma or equivalent; further education in health information technology preferred.
2. Proficiency with scanning technology and electronic medical record (EMR) systems.
3. Familiarity with medical terminology and understanding of healthcare privacy laws, including HIPAA.
4. Strong attention to detail and accuracy.
5. Good organizational and time management skills.
6. Basic computer skills and proficiency in Microsoft Office Suite.
7. Ability to work independently and as part of a team.
8. Excellent communication skills for coordinating with healthcare professionals.

This document in no way states or implies that these are the only duties to be performed by the employee occupying this position.

Supervisory Responsibility

Position doesn’t have direct reports.

Work Environment

This job is situated in a healthcare facility, functioning within a professional office setting. The role predominantly involves interacting with digital document management systems and standard office machinery, including computers, telephones, document scanners, and filing systems, ensuring the efficient digitization and organization of medical records.

Work Schedule: Monday and Friday, 16 hours a week. 

Travel: Minimal travel may be required. 

Additional Expectations

As with all employees, this role is to be a part of the team, which means there is a standing expectation of willingness to accept other duties as assigned to support the team and the overall growth and health of the practice.