Job Information
State of Colorado MEDICAL RECORDS TECHNICIAN II- CMHHIP in Pueblo, Colorado
MEDICAL RECORDS TECHNICIAN II- CMHHIP
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MEDICAL RECORDS TECHNICIAN II- CMHHIP
Salary
$24.43 - $34.21 Hourly
Location
Pueblo, CO
Job Type
Full Time
Job Number
IIB 04700 6/26/24
Department
Colorado Department of Human Services
Division
OBH - CMHIP
Opening Date
06/26/2024
Closing Date
7/9/2024 11:59 PM Mountain
FLSA
Determined by Position
Type of Announcement
This position is open only to Colorado state residents.
Primary Physical Work Address
1600 W. 24th St. Pueblo, Co 81003
FLSA Status
Non-Exempt; position is eligible for overtime compensation.
Department Contact Information
Jazzma.Gamboa@state.co.us
Salary Note
Although the full salary range for this position is provided, appointments are typically made at or near the range minimum.
How To Apply
Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed.
Description
Benefits
Questions
Department Information
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CDHSCareers
Please note: This recruitment may be used to fill multiple vacancies.
This position is open ONLY to Colorado State Residents
About the Medical Records Department
The Medical Records Department (MR) manages health information for the benefit of the patient and care providers of the Colorado Mental Health Institute at Pueblo (CMHIP). CMHIP is a 516-bed psychiatric hospital with multi-specialty clinics serving the mentally ill and contracted agencies. Medical Records scans documents into the electronic Medical Record(BEHR), monitors BEHR to ensure a complete and accurate medical record, and completes the census report accounting for every patient daily. MR provides required psychiatric and clinic visit codes to identify all diagnoses treated to maintain diagnostic indices and maximize reimbursement from third party payers. Medical records are audited for completion concurrently and upon discharge, coded and abstracted. MR retrieves legacy medical records for use by authorized requestors, protects the confidentiality of protected health information by complying with all applicable state and federal laws, rules, and regulations. Medical Records responds to all requests for records. Provides professional service to customers with a positive attitude and will demonstrate behaviors that enhance working relationships and interactions with customers. Displays behaviors that enhance the performance of the team (consensus building, pitching in when needed); make a contribution to building and maintaining a positive team atmosphere (acknowledging and reinforcing the contributions of others).
Description of Job
About the Position:
This position will be responsible for working in the file room, chart completion, release of information, HIPAA and census backup. Responsible to obtain all authorizations for third party insurance payers for reimbursement. Job duties in this position include:
File Room:
Pulls medical records for specific reviews: medical staff committees and audits by internal hospital committees.
Prepares medical records for review by regulatory agencies such as: Joint Commission Pulls and prepares medical records for internal audits and reviews, such as: Quality, Infection Control, Physician audits, Peer Review, Pharmacy,
and Patient Accounts, etc. Scan and Email previous Comp Evals to Court Services for the evaluators.
Files all records by terminal digit filing system, that have been completed by the treating staff and files all records back in the file room after all reviews.
Check charts out to doctors, admissions, and other clinicians on an as needed basis.
Completes the paper Medical Records Out guide and Request card.
Checks the charts out in the chart tracking database and files the paper Medical Records Out guide and Request card in the tickler file.
Checks the tickler file daily and calls for charts that are due back in the file room.
Provides prompt friendly service to internal and external customers in a professional manner in the reception area of the department. Treats customers
with respect and directs customers to appropriate locations if the customer needs assistance.
Manages the Medical Records File room by moving records on an ongoing basis to ensure plenty of room to retrieve and file records.
Pulls records over 10 years old, boxes them and files the boxed records in storage to await disposal by shredding per CDPHE regulations. Pulls death charts and files them on the death shelf.
Boxes death charts annually and takes them to storage. Numbers and files discharge patient charts in the file room. Heads up and files any and all loose papers that come to Medical Records, in the proper charts, on a daily basis to ensure complete
records. (This will phase out as we continue with BEHR).
Independently pulls and box records over 10 years old to store pending disposal per CDPHE regulations. Must be able to physically load carts and boxes of charts for transport to reviews and to storage.
Must be familiar with BEHR, the electronic Health record, specifically Power Chart; Access HIM, and Revenue Cycle.
Responsible for verifying what documents should be scanned and what documents should not be scanned.
Responsible for verifying the identifying information on documents to be scanned.
Responsible for scanning information in the correct patient, correct episode, and correct folder.
Maintains Standard Operating Procedure document for scanning documents.
ROI/ HIPAA/ Patient Information
Independently releases patient information to requesters per required HIPAA Federal Regulations.
Determines what type of authorization is required per HIPAA Federal Regulations. Allows inspection of the record and provides copies.
Releases information to requesters who are authorized by law to receive information with or without patients consent (Medicare, Medicaid, Attorneys, Social Security and Courts).
Maintains release of information log, and documents all information released into Release of Information database. Records must be copied and released within 10 days of receiving the records request per CDPHE Regulations.
Understand current HIPAA regulations.
Work with CDHS HIPAA privacy & Security Officer to assist in modifying policies and procedures to incorporate OCR & CDHS HIPAA regulations.
Review policies every two years or after any change in HIPAA regulations.
Complete initial audit of all buildings using the XXX Audit Tool.
Assess recommendation for HIPAA compliance, if identified.
Work with CDHS HIPAA Privacy & Security officers for expertise & funding if required.
Maintain & review training logs monthly.
Identify staff that has not completed mandatory CDHS HIPAA training.
Follow up to monitor HIPAA training is completed within 30 days of hire?
Contact employee supervisor to require employee follow through.
Complete Annual Risk Assessment?
Review new HIPAA regulations and modify policy/procedure/audit standards in conjunction with HIPAA officers.
Prepare a monthly HIPAA reminder, as needed, for compliance. This should be specific for each Division based on needs and/or breaches.
Utilize email reminders, staff meetings, and newsletters.
Report all HIPAA violations and breaches to HIPAA Officer and Division Management.
Complete HIPAA risk Assessment form.
Use the Compliance Tracking Report.
Work with HIPAA Officer and management to mitigate Security and Privacy breaches and/or incidents.
Report IT security incidents to the help desk. (Examples include: stolen laptops, screensaver not turning on, hacking, spam, and access issues etc.)
Once the help desk is notified, CDHS has 30 days to mitigate and/or remediate the situation.
Interview staff
Determine if PHI was compromised
Notify clients of any potential privacy or security risks to their data. Document the entire incident, use form.
Document CDHS good faith effort to comply within 30 days, state the current and future remediating plan so the incident doesn’t repeat itself.
Participate on the CDHS HIPAA Steering Committee meetings.
Continue to keep the HIPAA on-line training presentation up-to-date.
Provide periodic HIPAA training to targeted audiences,
Monitor the encryption of mobile device usage in your division.
Maintain a log of CDHS approved encrypted flash drives assigned to employees.
Document required training in log.
Track return of CDHS flash drives when employees leave CDHS.
Facilitate the appropriate use of Business Associate Agreements, MOUs & MOAs in your division.
Contact the CDHS HIPAA Privacy & Security officer for assistance.
Other duties to ensure compliance with updated HIPAA regulations.
Determines what medical record exists by matching the information provided by the requester with the computerized database, microfiche, Microfilm logs, and medical records. Determine costs of copies of copied patient information by counting medical record copies and sending billing statements to requesters.
Update release of information log when payments are received and forward payments to the General Accounting Department.
Locates and retrieves records from the closed record room, off-site storage room, or incomplete chart room and files the record back in appropriate area after placing authorization
Releases confidential information to authorized requesters, by telephone or in person. Forwards patient phone calls or refers requesters to proper individuals if more information is needed.
Treats customers with respect and directs customers to appropriate locations if the customer needs assistance. Provides prompt friendly
service to internal and external customers in a professional manner.
Provides computer knowledge and support to the medical records service staff.
Must be able to physically load carts and boxes of charts for transport to review and storage.
Must have the ability to interact with people, especially difficult circumstances. Also, must communicate and interact with peers and colleagues in a positive manner.
Chart Analysis:
Completes audits using Google sheets audit form for; ECT, admissions, concurrent, outpatient, discharges, and deaths for compliance with all hospital policies, procedures and regulatory agency requirements; the results populate in a Google sheet.
Enters deficiencies in BEHR for Providers and Emails all other disciplines of any deficiencies found during the chart audit process.
Responsible for running the “Saved not Signed” report and notifying staff of documents needing to be signed.
Responsible for tracking Initial Plans of Care and subsequent Treatment Plan Reviews according to CMS requirements.
Keep a record of due dates for RN and Social Work annual assessments, and send reminders to staff.
Requests death certificates for deceased patients.
Abstracting/Scanning:
Abstract data from charts to be reported to the Joint Commission, CMS, and ORYX. The Hospital-Based Inpatient Psychiatric Services (HBIPS) core measure initiative is a major national leadership effort to improve quality, safety, and performance of hospital-based inpatient psychiatric services through the collaboration of hospitals, physicians, and consumers. Core measures for hospital-based inpatient psychiatric services (HBIPS) are one of several sets of core measures the hospital tracks and enters into the BEHR Database.
Assures the accuracy of core measures for admission from the 140 in avatar and the BH intake in BEHR. The admission measures consist of Alcohol abuse, drug abuse, tobacco, abuse/neglect/trauma screen, suicide risk, violence risk and strengths.
Assures the Measures for discharge from the discharge char consist of Continued Care Plan-Reason for Hospitalization, Discharge Diagnosis, Medications , Next Level of Care Recommendations, Is there a aftercare appointment date, are there scheduled antipsychotics at Discharge, When Scheduled Antipsychotic at
discharge, if more than one they need a reason, Is there a referral for alcohol And drug treatment if they have a diagnosis or prescription for alcohol and drug treatment, is the information transmitted to the Health Care Professional and Metabolic screening form (106 ds).
There are approximately 100 admissions and discharges per month that need to be entered before Denver files the report.
Verifies all the admissions and discharges from the admission and discharge list for the month are entered into BEHR.
Scan SPI’s, signature pages, and group tracker.
Investigate dates of death for patients and report to the census desk.
Maintains the Standard Operating Procedure for abstracting and scanning.
Utilization Management Authorizations for Third Party Payer Reimbursement
This position will request and obtain all authorizations for third party payer insurance reimbursement, based upon medical necessity. Third party payers will include, but are not limited to Medicare, Medicaid, Tri-Care, and private insurance carriers. Duties include:
Will request authorizations each day by referring to the daily admissions list, and the third party payer form, and initiates the authorization process.
Understands which patients are eligible for third party payer reimbursement, and all processes related to obtaining authorizations.
Maintains a current contact list for each insurance carrier, and all departments/persons involved in utilization review.
Submits appropriate medical record documentation to third party payers upon request and at established intervals.
Performs appropriate follow-up for lack of response from the third party payers or others involved in the utilization review process.
Independently problem-solves issues in the authorization request process, but understands when additional review is required.
Develops and maintains a tracking tool for authorization requests to minimize incidence of missing information or delay in submission of required documentation, or renewal of authorizations.
Reports current authorization information or concerns to the Utilization Review Manager, weekly, at a minimum.
Other Duties as Assigned
- Responsible to perform assigned tasks and duties within the scope of practice for this position that do not fall within herein
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Minimum Qualifications:
Two years (2) of experience in medical records billings
Certification related to the work assigned to position will substitute for the required
experience.
Substitutions:
Appropriate education will substitute for the required experience on a year-for-year
basis.
Special Qualifications:
- Experience in Insurance billing/utilization review, information management
Conditions of Employment:
- Background Check- ALL CDHS employees (non-direct contact):
CBI name check, ICON Colorado court database, Medicare fraud database, Reference checks, Professional License verification (licensure requirements), and drug screen (commercial Driver’s license)
- Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application and provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position. Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination will disqualify the applicant from future State employment with CDHS.
APPEAL RIGHTS:
If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director.
An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email (dpa_state.personnelboard@state.co.us), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed (303.866.5038) within ten (10) calendar days from your receipt of notice or acknowledgement of the department’s action.
For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to spb.colorado.gov; contact the State Personnel Board for assistance at (303) 866-3300; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules.
Supplemental Information
How to Apply (https://cdhs.colorado.gov/information-for-job-applicants#how-to-apply)
The Assessment Process
For additional recruiting questions, please contact jazzma .gamboa@state.co.us
About Us:
If your goal is to build a career that makes a difference, consider joining the dedicated people of the Colorado Department of Human Services (https://www.colorado.gov/cdhs) (CDHS). Our professionals strive to design and deliver high quality human and health services that improve the safety, independence, and well-being of the people of Colorado. In addition to a great location and rewarding and meaningful work, we offer:
Strong, secure, yet flexible retirement benefits including a PERA Defined Benefit Plan or PERA Defined Contribution Plan www.copera.org plus 401(k) and 457 plans
Medical and dental health plans
Employer supplemented Health Savings Account
Paid life insurance
Short- and long-term disability coverage
11 paid holidays per year plus vacation and sick leave
BenefitHub state employee discount program
Employee Wellness program MotivateMe
Excellent work-life programs, such as flexible schedules, training and more
Remote work arrangements for eligible positions
*Some positions may qualify for the Public Service Loan Forgiveness Program. For more
information, go to https://www.colorado.gov/pacific/dhr/student-loan-forgiveness-programs .
Our Values:
We believe in a people-first approach: To serve the people of Colorado, we develop a culture and work environment that creates an energized, inspired, and healthy team capable of giving their best to Coloradans .
Balance creates quality of life: We want our team to be resilient through a supportive workplace that values flexibility, health and wellness, and employee engagement.
We hold ourselves accountable: We take responsibility through our actions, programs, and results for the state of health and human services in Colorado.
Transparency matters: We are open and honest with employees, our partners, the Coloradans we serve, and the public.
We are ethical: We abide by what is best for those we serve by doing what is right, not what is easy.
Collaboration helps us rise together: We work together with all partners, employees, and clients to achieve the best outcomes for Coloradans.
We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of diverse backgrounds and abilities.
ADAA Accommodations: CDHS is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAA Coordinator, Nancy Schmelzer, at cdhs_ada@state.co.us or call 1-800-929-0791.
Toll Free Applicant Technical Support (https://cdhs.colorado.gov/information-for-job-applicants#technical-support)
The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits
Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.
01
If you are a current or previous state employee, please provide the following information for each state job worked: department, job title, dates worked. This will allow us to determine transfer, demotion, promotional, or reinstatement status. (This information will be verified.) Type N/A if you are not a current or previous state employee.
02
If you are a former State of Colorado employee, please provide your EID (employee identification number will start with 99....), if not applicable type N/A.
03
Former State employees who were disciplinary terminated or resigned in lieu of termination must disclose the information on the application. If you are a former state employee who was disciplinary terminated or resigned in lieu of termination, please provide an explanation as to why the prior termination or resignation should NOT disqualify your application from the current position.
04
Please describe your understanding of Terminal Digit Filing and be as specific as possible to describe the process.
05
Please describe how HIPAA applies to a Medical Records employee working in the file room.
06
What would you do if you checked out a medical record from the file room, but it was not returned?
07
How would you handle a situation when you receive a phone call from a disgruntled or upset family member who demands to speak with a patient?
Required Question
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