Medical Records Scanning / Indexing Specialist

Job Description

REQUIREMENTS

• Experience with medical records, data entry, document imaging, scanning, indexing, or health information management.
• Strong attention to detail and ability to perform repetitive work accurately.
• Ability to follow detailed procedures and quality standards.
• Basic computer skills, including Microsoft Office, email, and electronic document handling.
• Ability to complete VA-required training and background investigation requirements.
• Ability to work independently in a remote/off-site environment.
• Understanding of HIPAA, privacy, and confidential records handling.

Preferred

• Prior experience with VA systems such as VistA Imaging, CPRS, FBCS, or Cerner.
• Prior medical records technician, HIM clerk, records indexing, or document control experience.
• Experience working with handwritten, scanned, faxed, or provider-generated medical documentation.
• Experience meeting production quotas while maintaining high accuracy.

RESPONSIBILTIES

• Prepare documents for scanning or importing, including sequencing pages, reviewing readability, and confirming correct page orientation.
• Scan/import documents at required image quality standards.
• Index records using required data points, including document date, document type, specialty, event/procedure, origin, and free-text description.
• Match documents to the correct patient record and ensure accurate association with the appropriate electronic health record.
• Perform 100% quality self-checks on scanned/imported/indexed work.
• Confirm images are legible, complete, correctly oriented, and properly indexed.
• Identify unclear information and request clarification through the Contractor Project Manager or VA technical point of contact.
• Report any quality errors or suspected indexing issues immediately.
• Follow VA privacy, HIPAA, information security, and records handling requirements.
• Complete required VA training and maintain compliance with access requirements.
• Support productivity targets, including required monthly volume and hourly indexing expectations.
• Maintain confidentiality of all patient and VA information.

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