Write formal job description with job specifications of a Health Information Technician. Your job descriptions should be formatted following the Disclosure specialist job description in your textbook on p. 619.

vides an example of a job descrip analysis, specifications tion with job specifications. Figure 20.4 Disclosure specialist job description Disclosure specialist job description Job title: Disclosure specialist Department: Health Information Management Department supervisor's title: Disclosure manager General summary Purpose: To provide coverage for disclosure of health information functions, including written and verbal requests for health information. Duties include: managing incoming requests, verification of proper authorization for requests, using master patient index to obtain health record numbers, using chart location system to locate paper charts, using EHR system to locate electronic health information, copying health information, billing for copies of health information when applicable, entering all releases into correspondence tracking system, answering telephone calls related to the disclosure function, and numerous other associated duties. Decision-making authority: Routine decisions include verification of appropriate authorization, prioritizing requests, problem-solving record locations, problem-solving in customer service for internal and external departmental personnel. Supervisory responsibility: No formal supervisory responsibility. Essential duties: Duty A Processes incoming requests for the disclosure Time %: 15% Relative Impor area with 98% accuracy. tance = 5 (1-5 scale) Task #1: Opens and date stamps 100% of all requests received each day. Task #2: Screens each request for disclosure requirements and verifies proper authorization. Task #3: Utilizes facility computer system to obtain health record numbers and dates of service. Task #4: Enters health record number, name, requestor, requestor type, date received, and other data items into correspondence tracking system. Time %: 20% Relative Importance = 5 Duty B Identifies locations of and retrieves health records needed to complete disclosure request with 98% accuracy. Task #1: Locates patient charts, utilizing the chart tracking system. Task #2: Locates older charts on microfilm using the microfilm system. Task #3: Locates and obtains records from other departments not housed in the health records or HIM department. continued620 Part VI Leadership Figure 20.4 Disclosure specialist job description (concluded) Time %: 5% Relative Importance = 4 Duty C Tracks health records during disclosure request processing with 98% accuracy. Task #1: Transfers location of chart in the chart location system. Task #2: Returns all health records to correct location. Time %: 25% Relative Importance = 5 Duty D Processes authorizations and subpoenas with 98% accuracy. Task #1: Determines information requested on authorization. Task #2: Communicates with requestor regarding possible charges. Task #3: Photocopies requested information. Task #4: Calculates invoice and determines whether prepayment is required. Task #5: Determines disposition and mails out copies (pick-up, mail, overnight). Task #6: Completes request in correspondence tracking system, entering date processed, documents sent, and such Time %: 10% Relative Importance = 4 Duty E Processes STAT (needed immediately) and walk-in requests same day with 98% accuracy. Task #1: STAT requests are completed according to the need of the patient for patient care purposes. Task #2: Assist walk-in requestors in filling out authorization for release of confidential medical information form. Time %: 5% Relative Importance = 4 Duty F Processes problem requests. Task #1: Researches request. Task #2: Returns request with letters stating reason for return. Task #3: Sends final notices on requests pending more than two months. Task #4: Cancels unpaid prepayment requests after three to four months. Duty G Answers phone calls related to disclosure. Time %: 20% Relative Importance = 4 Task #1: Assists requestors with verbal continuity of care requests. Task #2: Assists callers concerning status of requests. Required knowledge and skills (job specifications): Component Description Knowledge Working knowledge of health records functions to include chart order and assembly, terminal digit order filing, and record flow of department. Required for completely satisfactory performance in this job is knowledge of health record format, computerized registration inquiry process and back-up manual registration system, as well as admissions process. Working knowledge of computerized access systems. Knowledge of policies and procedure surrounding disclosure of protected health information preferred. Skills Required for completely satisfactory performance in this job is the ability to communicate effectively, provide good customer service, problem solve routine health record issues, prioritize tasks, be punctual and dependable regarding work tasks, work independently, and pay attention to detail. Must utilize well-organized work habits along with good written and verbal communication skills, utilize electronic messaging, and perform accurate data entry, verification, and updating. Able to learn and apply detailed policies and procedures. Computer skills proficiency. Formal education The formal education normally associated with completely satisfactory performance in this job is a high school and diploma or the equivalent. A minimum of two years of experience in health record department or equivalent is required. Experience processing disclosure requests preferred. experience Working conditions: Conditions that differ from the normal work environment include stress when communicating with parents, patients, physicians, attorneys, telephones constantly ringing, meeting deadlines, and frequent distractions. These statements are intended to describe the essential responsibilities being performed by people assigned to this job. They are not intended to be an exhaustive list of the responsibilities assigned to these people. APPROVED BY NAME: TITLE: Source: AHIMA 2013b