At Children’s Wisconsin, we believe kids deserve the best.

Children’s Wisconsin is a nationally recognized health system dedicated solely to the health and well-being of children. We provide primary care, specialty care, urgent care, emergency care, community health services, foster and adoption services, child and family counseling, child advocacy services and family resource centers. Our reputation draws patients and families from around the country.

We offer a wide variety of rewarding career opportunities and are seeking individuals dedicated to helping us achieve our vision of the healthiest kids in the country. If you want to work for an organization that makes a difference for children and families, and encourages you to be at your best every day, please apply today.

Please follow this link for a closer look at what it’s like to work at Children’s Wisconsin: https://www.instagram.com/lifeatcw/

Job Summary
Responsible for analyzing all inpatient, day surgery, procedural short stay and emergency room records for completeness and timeliness as required by the Joint Commission. Assigns dictation and signature deficiencies to operative notes, discharge summaries, history and physicals, and consultations. Ensures that all CHW reports are accurately prepped, scanned, and indexed into the hospitals imaging system and completion of image quality checks of scanned documents to ensure readability. Acts as a back up resource to the department as needed as it relates to medical record functions.

Essential Functions

• Analyzes medical records for Inpatient, Day Surgery, Procedural Short Stay and EDTC patients according to department procedure.

• Identifies operative reports not dictated within 24 hours and notifies the physician as appropriate based on department procedure.

• Assists, explains, and/or interprets, for physicians the analyzing procedure of incomplete medical records according to Medical Staff Bylaws and department policy and procedure.

• Acts as a liaison for the physicians to insure timely communication and resolution of their questions related to assigned deficiencies.

• Reviews selected Deficiency Reports and completes them as necessary.

• Performs monthly audits of 70 random surgical cases ensuring the patient’s record contains the necessary documentation.

• Performs general scanning duties including preparing records for scanning by removing staples, repairing torn pages, affixing barcode stickers, and verifying name and MRN, and visit number are on all documents.

• Prints and matches batch cover sheets accurately to all batch types, in preparation for scanning.

• Scans all records into Imaging System utilizing medium and high-speed scanners.

• Indexes/Assigns all documentation to the correct MRN, visit number, and document type.

• Demonstrates an understanding of indexing documents that are visit specific and those that are non-visit specific.

Legacy Essential Functions

• Performs 100% QA checks during indexing process to ensure image quality.

• Demonstrates the ability to move, split, append, and delete documents appropriately during the indexing process.

• Identifies documents unable to be scanned and/or indexed, along with the reason for scanning and indexing problems.

• Assists in the determination of causes for errors and identification of procedures to avoid future errors.

• Picks up patient medical record documentation from the EDTC, Clinics, Day Surgery, and Inpatient Units for scanning into the EHR.

• Orders records from the off-site storage vendor as needed and updates the Chart Tracking module in the EHR.

• Processes stat requests for copies of records for continuing care only utilizing the EHR and records the release using the ROI module.

• Provides discharge dates and facesheets as appropriate to requestors.

• Responds to all Hand Center requests for medical record information.

• Answers phone calls promptly according to department policy.

• Ability to identify areas/issues needing attention and to take the initiative to problem solve and address with minimal direction from management.

• Communicates problem areas or issues to the HIM Operations Manager and/or others as appropriate through varying modes of communication.

• Responsible for proper maintenance of office equipment including, but not limited to, changing toner on printer, and notifying supervisor when equipment is in need of repair.

• Replenishes supplies when needed and follows procedure on ordering additional supplies.

Education:

• High School graduate or Certificate of General Educational Development (GED) or High School Equivalency Diploma (HSED) Required

Experience:

• Previous experience in medical records, particularly in an imaging environment Preferred

Knowledge, Skills and Abilities

• Ability to read and write legibly, complete various forms and records, understand detailed instructions, communicate with physicians and perform basic data entry and retrieval.

• Knowledge of medical terminology.

• Ability to work independently with minimal supervision.

• Ability to prioritize work levels to achieve timely completion of job responsibilities at hand.

• Basic skills and ability to operate PC efficiently and effectively.

• Analytical ability to perform comparisons between numbers and letters and review medical records and note missing deficiencies according to departmental guidelines.

• Hand‑eye coordination and ability to pay close attention to detail.

• Ability to multitask and handle a fast paced work environment.

• Basic interpersonal skills necessary for communication with physicians and other work group personnel to answer questions and problem solve.

Required for All Jobs:

• This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that may be requested in the performance of this job.

• Employment is at-will. This document does not create an employment contract, implied or otherwise.

In Office Role

Hours: 8AM-4:30PM

Children's Wisconsin is an equal opportunity / affirmative action employer. We are committed to creating a diverse and inclusive environment for all employees. We treat everyone with dignity, respect, and fairness. We do not discriminate against any person on the basis of race, color, religion, sex, gender, gender identity and/or expression, sexual orientation, national origin, age, disability, veteran status, or any other status or condition protected by the law.

Certifications/Licenses: