HIM Clerk- Primary Care

Location: Hamilton, MA
Job ID: 160058-1A
Date Posted: Feb 7, 2020
Category: Support

Save Job Job Saved

Job Description

Welcome To

Welcome to Lahey Health Primary Care. With over 55 primary care practices in more than 30 nearby communities , our primary care physicians and care teams provide quality close to where our patients live or work. We have a team approach to patient care and have developed long-standing, mutually respectful relationships with local specialists at our affiliate hospitals to guide and support the most effective and efficient patient care. As part of the Beth Israel Lahey Health system, we now have the opportunity to care for even more individuals across eastern Massachusetts.

About the Job

Position Summary:  Performs clerical tasks to support the processing and maintenance of accurate health information records. Performs duties supporting the conversion of non-electronic information to the electronic document management system.



Essential Duties & Responsibilities including but not limited to:


  1. Sorts incoming mail in terminal digit order..
  1. Prepare and print patient encounter forms, requisitions and appropriate visit specific ECMS forms for scheduled patients and patient add-ons.
  1. Process APS and legal requests, release medical records to requesting parties; obtain notarization and certify documents when necessary.
  1. Perform routine clerical duties including copying, faxing, collating, processing daily mail, light typing, stamping of outgoing mail.  Files ancillary testing in paper chart after provider verification.
  1. Directs incoming mail for distribution within the Data Completion or Document Scanning areas.
  1. Utilizes computer systems, including LCMC and IDX, to identify missing clinic numbers.
  1. Scans medical, administrative and legal documents in medical records appropriately.
  1. Assists in maintaining files sections and perform files maintenance as necessary.
  1. Creates new patient records when necessary.
  1. Request files from outside storage in order to match paperwork.
  1. Assists medical staff in locating paperwork when necessary.
  1. Maintains HIM printer and communicates problems when necessary.
  1. Prepares and analyzes documents for scanning, including data validation, form validation and quality improvement activities.
  1. Prepares batches of documents for scanning into the electronic document management system; removing staples, clips and insuring the pages are easily separated.
  1. Scans health record documents into the electronic document management systems. 
  1. Monitors the scan process for misfeeds, addressing problems in a timely manner, minimizing interruptions in productivity.
  1. Verifies the quality and accuracy of the scans according to Departmental procedures and communicate any variances to supervisor.
  1. Performs routine maintenance of scanning equipment according to Departmental procedures and vendor specifications. Troubleshoot scanners and monitors daily usage of equipment. Calibrates the scanner for proper image quality.
  1. Once initial quality review has been completed, transfer paper copy for shredding, purging and/or filing into the patient files.
  1. Verify and match appropriate batch number to patient medical record.
  1. Rescan or check and correct any Index exceptions that need to be rescanned or require improved quality.
  1. Verify all patient information against scanned document and correct as needed.
  1. Confirms scanned images are reconciled with scanned documents.
  1. Reviews electronic images within the batch to confirm image quality, order and appropriate rotation.
  1. Reviews images to determine the need to enhance images for clarity; including verification of designated data set.
  1. Demonstrates the ability to search stored documents using defined search criteria.


      27.  Incorporates Lahey Health Guiding Principles , Mission Statement and Goals  into daily activities. 

      28.  Complies with all Lahey Health Policies.

      29.Complies with behavioral expectations of the department and Lahey Health.

      30. Maintains courteous and effective interactions with colleagues and patients.

      31. Demonstrates an understanding of the job description, performance expectations, and competency assessment.

      32. Demonstrates a commitment toward meeting and exceeding the needs of our customers and consistently adheres to Customer  Service standards.

     33.  Participates in departmental and/or interdepartmental quality improvement activities.

     34.  Participates in and successfully completes Mandatory Education.

     35.  Performs all other duties as needed or directed to meet the needs of the department.




Minimum Qualifications:


Education:  High school diploma or equivalent


Licensure, Certification, Registration:   None


Skills, Knowledge & Abilities: Must be highly organized, detail oriented, able to handle high volume paperwork in a fast paced environment.  Working knowledge of medical terminology and office procedures.


Experience:     Six months general office experience.




Key Relationships:


 Position                                                                                  Purpose/Activities

  1. Site Manager

To relay any issues that arises on an ongoing basis.

  1. Health Information Tech I (where applicable)

To follow the ongoing instruction to meet the needs of providers, patients and the site.

  1. Clinical Staff/Physicians/Allied Health Professionals

To provide patient medical records in a timely manner.

  1. Patients

To provide requested copies of medical records per established guidelines.

  1. Administrative Colleagues

To assist with other duties as assigned.






About Us

Beth Israel Lahey Health is an integrated system providing patients with better care wherever they are. Care informed by world-class research and education. We are doctors and nurses, technicians and social workers, innovators and educators, and so many others. All with a shared vision for what healthcare can and should be. We are committed to attracting, developing and retaining top talent. We strive to create a diverse and inclusive workplace that reflects the communities in which we work and serve. With a team approach to care, we encourage learning and growth at all levels and offer competitive salaries and benefits.

Equal Opportunity Employer/Minorities/Females/Disabled/Veterans.