At Houston Methodist, the Quality Control Indexing Analyst position is responsible for reviewing the quality of scanned patient medical records and loose documents in the medical record imaging system to ensure the highest level of quality possible. Other duties include indexing all medical record documents to the appropriate patient folder, ensuring that each document is correctly assigned the appropriate document name and ensuring workbasket expectations are met. This position also performs document prepping and/or scanning functions as needed.

HOUSTON METHODIST EXPERIENCE EXPECTATIONS

• Provide personalized care and service by consistently demonstrating our I CARE values:
  • INTEGRITY: We are honest and ethical in all we say and do.
  • COMPASSION: We embrace the whole person including emotional, ethical, physical, and spiritual needs.
  • ACCOUNTABILITY: We hold ourselves accountable for all our actions.
  • RESPECT: We treat every individual as a person of worth, dignity, and value.
  • EXCELLENCE: We strive to be the best at what we do and a model for others to emulate.

• Practices the Caring and Serving Model

• Delivers personalized service using HM Service Standards

• Provides for exceptional patient/customer experiences by following our Standards of Practice of always using Positive Language (AIDET, Managing Up, Key Words)

• Intentionally collaborates with other healthcare professionals involved in patients/customers or employees' experiential journeys to ensure strong communication, ease of access to information, and a seamless experience.

• Involves patients (customers) in shift/handoff reports by enabling their participation in their plan of care as applicable to the given job

• Displays cultural humility, diversity, equity and inclusion principles

• Actively supports the organization's vision, fulfills the mission and abides by the I CARE values

PEOPLE ESSENTIAL FUNCTIONS

• Promotes a positive work environment and contributes to a dynamic team focused work unit that actively helps one another to achieve optimal departmental and organizational results.

• Interacts with others in a supportive and respectful manner; communicates effectively with members of the team as well as internal and external customers.

• Takes initiative to help other team members when assigned duties are complete.

SERVICE ESSENTIAL FUNCTIONS

• Performs one or both of the following functions as needed to ensure document capture processes occur efficiently:
  - Prepping Functions - Processes documents for scanning and indexing by determining which documents need to be scanned as part of the patient's medical record, preparing the documents (e.g., removing staples, paper clips, etc.; applying correct labels), and sorting each document according to the correct patient encounter.
  - Scanning Functions - Processes documents for indexing by performing daily maintenance on the scanner to ensure optimal image results, performing a check of the documents to ensure they are ready for scanning (e.g., ensuring all staples and paper clips have been removed; applying correct labels), creating an appropriate batch for scanning, and scanning each batch ensuring that documents are scanned correctly and moved to the correct status.

QUALITY/SAFETY ESSENTIAL FUNCTIONS

• Indexes all medical record documents to the appropriate patient medical record and visit, ensuring that each document is correctly assigned the appropriate document name and 100% of the medical record pages are processed/captured. Locating and entering missing data.

• Utilizes resources such as Master Document Listing when necessary to ensure accuracy of document type.

• Processes exception workbaskets, identifies poor image capture, clarifies unknown documents are identified and makes corrections when appropriate.

• Provides updated forms to an administrative user for update.

• Ensures all images are labeled with appropriate patient information.

• Validates images are correctly matched on the paper document and document imaging system.

• Adheres to department standards for productivity including workbasket expectations, timeliness, and quality.

• Follows department policies, procedures, and processes for prepping, scanning, indexing, and quality checking as appropriate to the role.

FINANCE ESSENTIAL FUNCTIONS

• Organizes time effectively, minimizing incidental overtime, and sets priorities.

GROWTH/INNOVATION ESSENTIAL FUNCTIONS

• Practices adaptability and flexibility in the face of changing demands.

• Takes initiative to contribute ideas and suggestions to improve work processes.

This job description is not intended to be all-inclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises.

EDUCATION

• Associate's degree in health information management or related field required or additional two years of experience (in addition to the minimum experience requirements listed below) required in lieu of degree

WORK EXPERIENCE

• One year of general clerical experience, medical record experience, and/or other related experience

• Experience working with document management strongly preferred

LICENSES AND CERTIFICATIONS - REQUIRED

• N/A

KNOWLEDGE, SKILLS, AND ABILITIES

• Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations

• Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or security

• Ability to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles

• Demonstrates attention to detail and ability to distinguish between the various documents, those documents that do not require scanning or inclusion into the record, and those that should be classified as outside facility documents

• Ability to quickly learn new and updated computer applications and to rapidly navigate between applications

• Keyboarding proficiency

• Working knowledge of all the components of a medical record

• Maintains working knowledge of over 150 document types and ability to distinguish which documents should be indexed to a particular document type

• Working knowledge of electronic health records, document capture processes and auditing of proper placement of documents

SUPPLEMENTAL REQUIREMENTS

WORK ATTIRE

• Uniform No
• Scrubs No
• Business professional Yes
• Other (department approved) No

ON-CALL*
*Note that employees may be required to be on-call during emergencies (ie. DIsaster, Severe Weather Events, etc) regardless of selection below.

• On Call* No

TRAVEL**
**Travel specifications may vary by department**

• May require travel within the Houston Metropolitan area No
• May require travel outside Houston Metropolitan area No

Houston Methodist (HM) is one of the nation’s leading health systems and academic medical centers.  HM consists of eight hospitals: Houston Methodist Hospital, its flagship academic hospital in the heart of the Texas Medical Center, and seven community hospitals throughout the greater Houston metropolitan area.  HM also includes an academic institute, a comprehensive residency program, a global business division, numerous physician practices and several free-standing emergency rooms and outpatient facilities.  Overall, HM employs over 25,000 employees.   Houston Methodist is supported by a wide variety of business functions that operate at the system level to help enable clinical departments to provide the best patient care and service in a spiritual environment.

In 2019 Houston Methodist and its physicians treat more than 6,333 international patients from more than 76 countries. Houston Methodist Global Health Care Services’ consulting and education divisions also provide advisory services and training and development to health care organizations around the world.