Document Imaging Technician II - Medical Records - Full Time/Days - Req# 1996773700 - #1701916

Antelope Valley Medical Center

Date: 4 days ago
City: Lancaster, CA
Contract type: Full time
Brief Description

Job Objective:

Under the supervision of the Assistant Director of Health Information Services and under the direction of the Service Coordinator will perform a variety of duties related to record processing including: quality control; validation processes; data entry; researching patient information; prepping records; scanning records; chart review and chart deficiency analysis; release of information; and record retrieval, filing, and delivery. This position will maintain daily workflow, ensuring timely processing of records with a high level of quality.

Duties and Responsibilities:

  • Quality Control/Validation
    • Performs quality control/validation processes to ensure all documents are assigned the appropriate document name and all documents are scanned into the correct patient folder with the highest level of quality.
    • Identifies and rescans incorrectly positioned and poor quality documents.
    • Inserts, appends, and merges documents when and where appropriate.
  • Prepping
    • Technically evaluates, preps, and processes documents in preparation for the scanning process while ensuring correct patient identification on each page of record.
    • Processes photographs and cold feeds as defined in the guidelines.
    • Removes staples, identifies poor originals, secures damaged or small documents.
    • Prepares batches and completes appropriate information on cover sheet for each patient type.
  • Scanning
    • Scans documents in a timely manner while verifying accuracy of preparation, quality, and potential scanning hazards. Writes batches to correct work queue.
    • Maintains scanner and performs scanner maintenance processes.
    • Assigns a batch identification number according to procedure.
  • Chart Reviews and Chart Deficiency Analysis for Emergency Department and Ambulatory Surgery patients.
    • Reviews each discharged patient’s record for incomplete or missing items and identifies the responsible practitioner for each of these items.
    • Enters physician deficiency data in the chart completion system or other system for regulatory reviews.
    • Scans reference documents as appropriate.
    • Monitors chart completion queues and other queues as assigned to ensure records are completed appropriately.
    • Verifies physician dictation in dictation system if physician has documented dictation complete.
    • Routes unidentified, incorrectly positioned, and poor quality documents to the documentation correction queue.
  • Release of Information
    • Copies, prints, or faxes pertinent records in response to requests for release of records or continued care.
    • Documents or communicates requests or releases of records in appropriate system or to appropriate staff.
    • Protects the confidentiality of primary and secondary health records and releases information as mandated by law, professional standards, and the hospital's policies.
  • Record Control
    • Retrieves, reproduces, delivers and files health information throughout the facility and in offsite storage areas using numerical, alphabetical, and color coded systems.
    • Retrieves and reconciles daily discharge records to ensure timeliness of prepping, scanning, and quality control/validation.
  • Other Duties
    • Assists hospital staff, medical staff, public, and patients.
    • Performs transcription clerical functions.
    • Plans, organizes, prioritizes, and coordinates work to achieve functional area goals and maximum productivity and efficiency on a day to day basis.
    • Researches and enters patient data into various systems as defined by procedure.
    • Answers telephones consistent with Service Excellence standards, addresses and/or routes calls appropriately and in a timely manner.
    • Reviews assigned work queue(s) daily and ensures timely processing of all assignments in queues.
Non-Essential Duties:

  • Accepts and carries out other miscellaneous duties and responsibilities as required for maintaining the services provided by Medical Records.

Knowledge, Skills and Abilities:


  • Knowledge of Microsoft Office applications.
  • Knowledge of department policies, practices and operations.


  • Perform data entry accurately with use of a keyboard and mouse.
  • Perform duties using computers and equipment required for scanning and indexing of documents
  • Effective oral and written communication skills.
  • Detail oriented and organized.


  • Ability to recognize colors associated with color-coded filing system.
  • Ability to learn the advanced aspects of the various indexes, storage, tracking, and retrieval systems.
  • Ability to retrieve, reproduce, deliver, track, and file records using various equipment and systems in the facility and offsite.
  • Ability to review records and verify patient information.

AVH Values: All AVH employees will effectively demonstrate these values:

  • Patients Come First – We listen actively and communicate with our patients and families, placing safety as a top priority.
  • Accountability & Ownership – We fully complete tasks, are transparent, effectively communicate, and recognize that what we do reflects on us.
  • Teamwork – We build trusting relationships, promote a sense of community, and are respectful of everyone. Success is about the whole team.
  • Integrity & Honesty – We tell the truth at all times, speak up when something is wrong, and do the right thing when no one is looking.
  • Excellence – We take pride in our work, are goal-oriented, and on a never-ending quest for top tier quality.
  • Initiative & Innovation – Our can-do attitudes, creativity, and resourcefulness empower us to improve the patient’s experience, solve our own problems, make timely decisions, and look for opportunities to add value.
  • Tenderness & Compassion – We have genuine empathy, show kindness, and encourage and advocate for each other.

Education and Experience:


  • High school graduate or GED equivalent.


  • One-year prior experience working in an acute care hospital medical record department required.

Required Licensure and/or Certifications:

  • None

AVH Conduct/Compliance Expectations:

  • Ability to adhere with AVH Absenteeism and Tardiness Policy
  • Ability to adhere with AVH Leaves of Absence Policy
  • Ability to adhere with AVH Paid Time Off (PTO) Policy
  • Ability to adhere with AVH Recording of Hours Worked Policy
  • Ability to adhere to the department dress code
  • Ability to organize work and establish priorities
  • Ability to expand on own initiative in performance of duties
  • Skill and ability to follow the telephone etiquette/standards
  • Conforms to AVH Standards of Excellence
  • Ability to function effectively under pressure and meet time parameters
  • Ability to communicate effectively while maintaining good working relationships with co-workers, managers and other hospital staff
  • Ability to adhere to the normal standards of courtesy and conduct as defined under the rules of hospitality at AVH
  • Ability to maintain the confidentiality of patient, hospital and department information
  • Ability to adhere to safety rules and regulations
  • Safely and effectively uses all equipment necessary to carry out duties
  • Ability to interpret and function under hospital and department policies and procedures
  • Conforms with required and appropriate Joint Commission requirements
  • Conforms with and supports hospital quality assurance and improvement guidelines
  • Ability to participate effectively in department and hospital staff education
  • Display a willingness to work as a team player
  • Ability to give and support the highest level of patient/customer satisfaction at all times
  • Supports and adheres to the values and mission statement established by the AVH Board of Directors
  • Ability to demonstrate knowledge and understanding of the Compliance & Integrity Program and its established policies.
  • Ability to follow the Code of Conduct

Physical Requirements and Working Conditions:

  • Work is usually performed in a normal office environment and may require long periods in sedentary position performing one function.
  • Trips within the facility and to onsite storage areas will be required to retrieve or deliver records.
  • Frequent use of scanner, keyboard and video display terminal.

A detailed description of the physical requirements of this job is maintained in the Employee Health Department.



Education and Experience:


  • High school graduate or GED equivalent.


  • One-year prior experience working in an acute care hospital medical record department required.

Required Licensure and/or Certifications:

  • None
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