Gritman Medical Center


Job ID
# of Openings
Gritman Medical Center
Medical Records
Full Time


This position is Full-Time, Non-Exempt, Benefitted


Job Summary:

Strategic planning of front office and scanning tasks as HIM Data Specialist (HIM Operations Lead), and will provide feedback to the HIM Department Director. Will process ordering of department supplies and equipment. The HIM Data Specialist will participate in all performance improvement teams and work teams at GMC. The HIM Data Specialist will demonstrate a code of conduct consistent with GMC’s mission, vision and values and ethical business practice policies and will act as a role model for all other staff members. Will oversee operational tasks including record completion, discharge analysis, abstracting, filing, storage, retrieval, and maintenance of filing systems in accordance with standards and regulations of accreditation and regulatory agencies.


Education and Experience:

• RHIT/RHIA or HIT program graduate preferred. 

• One year of medical record experience in a hospital or physician office setting.
• Typing speed of 40-50 wpm.
• 10-key proficiency.
• Will consider other candidates if they have medical terminology knowledge.
• Must possess strong computer skills including; Word-processing, excel spreadsheets and graphics.
• Must be familiar with basic office equipment including fax machine and copier.
• Exceptional organizational/time management skills, verbal and written communication skills required
• Must have a calm and professional demeanor with excellent guest relations/customer service skills.


License/Registration: None


Key Job Functions:

• Assists the HIM Department in clerical, secretarial and assistant duties.
• Maintains the incomplete record statistical report.
• Processes and compiles statistics for delinquency rate.
• Maintains complete file room and retrieves and/or assigns charts for the Medical Staff.
• Performs timely audits to insure integrity of files.
• Produces the suspension list weekly and notifies the Medical Staff of delinquent records.
• Develops and distributes the suspension list by 1 p.m. on the day designated in the Medical Staff Rules and Regulations.
• Provides weekly statistical information to the Director of HIM.
• Communicates in a professional manner with the Medical Staff and their clinic staff.
• Assist medical staff in signing their electronic medical records
• Performs re-analysis on incomplete records that have been worked by the Medical Staff.
• Retrieves and scans medical reports (loose) into EHR.
• Assembles medical records following established procedures
• Operates facsimile and photocopying equipment as needed for suspension notifications.
• Makes and updates medical record files EHR as needed.
• Manage interfaces, reviewing reject reports and correcting errors.
• Merge duplicate medical record numbers.
• Answers telephone and provides information regarding medical records as required.
• Follow five fundamentals of patient communication: Acknowledge, Introduce, Duration, Explanation, Thank You (AIDET).
• Assists with various projects as requested.
• Maintains confidentiality, supports administrative decisions, dependable and flexible with work hours.
• Practices and promotes the culture of safety.
• Supports, promotes, and adheres to the Standards of Behavior.
• Adheres to the National Patient Safety Goals.
• Performs other duties as assigned.


Physical Demands:
Lifting: Occasional-maximum of 30 lbs. from floor to chest height, 1 x year. Frequent-none. Items lifted- box of records
Transfers: None
Push/Pull: Minimal force required to push cart of records, 1 x day for 300 yards.
Carry: Maximum of 3 lbs. for 100 yards. Medical records and papers.
Computer: 95% of day, 20% mouse, 80% data entry.
Fine Motor: High degree for data entry, manipulations papers, clips, etc…
Standing: Up to 1 hour at one time and 1 hour in one day
Sitting: Up to 3 hours at one time and 7.5 hours in one day
Kneeling: Up to 1 minute at one time and 20 minutes in one day
Stooping: Up to 1 minutes at one time and 20 minutes in one day
Driving: None
Climbing: Up to 1 minute at one time and 2 minutes per day
Other: Constant talking, hearing, and seeing to interact with staff, physicians, patients, and vendors.


Environmental Conditions:
Location: Inside. Subject to many interruptions. Occasional pressure due to multiple calls and inquires. Occasional pressure to meet deadlines. Requires judgment and action. May be exposed to unpleasant customers. Minimal exposure to biohazardous materials. Come exposure to cleaning chemicals and dust.




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