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Kaiser Permanente Careers

Health Information Management

Expert Care is in the Details

Providing accurate coding, auditing, and reporting, our medical records team is a highly valued and integral part of our team. We use the most advanced EHR technologies, including EPIC and 3M 360 encompass computer-assisted coding, and foster a strong belief in promoting team members from within.

Patient ID Specialist

Location: Wailuku, HI Additional Locations:
Job Number: 819455 Date posted: 08/12/2019

Under indirect supervision, investigates and resolves outpatient medical record discrepancies for Region; maintains and assures system integrity of Regional Master Patient Index systems.

Essential Responsibilities:

  • Is responsible for answering first calls into department and triaging as appropriate; processes calls with professionalism, courtesy, accuracy, and efficiency; interprets and handles difficult calls while demonstrating a positive image reflecting well on organization.

  • Receives and processes regional requests to set up individual on Mater Patient Index system and responds in timely manner; maintains statistical information on number assignment; reports findings to supervisor.

  • Maintains Regional Master Patient Index system; assures data integrity and reliability; cross-references demographic information after validation; monitors accuracy of user data entry.  In addition, maintains user tables to support system; monitors and maintain synchronization between Master Patient Index system, ancillary systems, and KPHC; resolves discrepancies in system by investigating and analyzing situation.  In addition, works with system administrators region-wide to ensure data integrity of patient demographics for Region.

  • Collaborates and Assists Patient ID Specialist staff as appropriate to coordinate and implement improvements; identifies issues around improvements; suggests ideas to improve operation of area; works with fellow staff towards continual improvement of set service standards.  In addition, resolves issues around improvements.

  • Maintains patient confidentiality; processes discrepancies of outpatient medical records for Hawaii Region; investigates discrepancies as applicable; reviews medical history; obtains individual data from other Kaiser systems;  compiles and organizes information; analyzes information to determine outcome.

  • Identifies and analyzes discrepancies with multiple records on individuals; researches patient information in each available module within KP HealthConnect (e.g., ambulatory, registration, appointment, billing, admission/discharge/transfer, chart tracking, surgery, HIM, and KPHC online, etc.); prepares reports and provides to Patient ID Specialists for resolution.  In addition, resolves discrepancy by consolidating multiple records on individual and reconstructing multiple records when more than one patient is incorporated in one chart; notifies appropriate departments as needed.

  • Assures departmental and organizational quality of service standards are upheld; works with fellow Patient ID Specialist staff in identifying potential and existing barriers to maintain standards.

  • Operates variety of office machines including: PC, printer, typewriter, fax machine, photocopier, embosser, address-o-graph, microfiche viewer, etc.

  • Supports departmental and regional Total Quality Management (TQM) initiatives by actively participating in and supporting quality improvement projects.

  • Collects and analyzes statistical codes; assures data integrity and reliability of user tables to support systems; cross-references demographic information after validation; resolves discrepancies in system by investigating and analyzing situation; monitors accuracy of user data entry; works with system administrators region wide to ensure data integrity of demographics for Region.

  • Works with Clinic Systems Support Supervisor and other Patient ID Specialists to review and develop procedures; assists in monitoring results; recommends changes to ensure effectiveness and efficiency.

  • Processes fraudulent cases involving outpatient medical record; investigates complaints as applicable; interviews persons involved to include patient; reviews medical history; obtains individual data from other Kaiser systems;  compiles and organizes information; consults with appropriate authorities; analyzes information to determine outcome; resolves problem by reconstructing true record and creating fraudulent case record; notifies appropriate authorities and departments/systems affected by fraudulent data.

  • Assists in testing software and program upgrade to Patient ID and Medical Records systems; serves as resource during and after implementation of upgrade for clinics.

  • Assists in orienting and mentoring temporary clerical staff; provides input to Lead of employee's performance; assures departmental and organizational quality of service standards are upheld; works with fellow Patient ID Specialists in identifying potential and existing barriers to maintain standards.

  • Demonstrates knowledge, skills, and abilities necessary to provide culturally sensitive care and/or service.

  • Performs other duties and accepts responsibility as assigned.

  • Basic Qualifications:


  • One (1) year of clinic medical records experience OR one year (1) health care industry related experience.

  • Education

  • Post high school coursework in computer operations, business, or related field; or equivalent combination of education (lesser) & experience may be considered in lieu of requirements.

  • License, Certification, Registration

  • N/A

  • Additional Requirements:

  • Type 45 wpm.

  • Demonstrated ability to respond quickly, competently and patiently to customer requests with appropriate solutions.

  • Demonstrated ability to deliver complex information in a simple way to customers.

  • Demonstrated knowledge of and skill in results orientation, oral communication, written communication, customer service, teamwork, problem solving/resolution, creativity, initiative, multi-tasking, and independent working.

  • Talking to co-workers, customers, outside vendors, and on the telephone.

  • Reading, writing, speaking and understanding English.

  • Training/giving and receiving instructions.

  • Mathematical ability, attention to detail (e.g. organization, prioritization, proofing), concentration and alertness.

  • Demonstrated knowledge of and skill in word processing and spreadsheet PC applications.

  • Preferred Qualifications:

  • Associate's degree in business or related field.

  • Knowledge of KP systems and organizational structure, policy and procedures, and operational systems and processes.

  • Knowledge of medical terminology.

  • Demonstrated knowledge of and skill in word processing, spreadsheet, database, and mainframe PC applications.

  • Familiarity with interpreting and understanding budgets.
  • Primary Location: Hawaii,Wailuku,Memorial - Wailuku Tower 221 Mahalani St. Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon, Tue, Wed, Thu, Fri Working Hours Start: 8:00 AM Working Hours End: 4:30 PM Job Schedule: Full-time Job Type: Standard Employee Status: Regular Employee Group/Union Affiliation: UNAC - All Other Areas Job Level: Entry Level Job Category: Medical Records Department: Health Information Management Administration Travel: Yes, 5 % of the Time Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

    External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances.

    About Health Information Management Careers

    Health Information Management Careers

    Our team of medical coding and audit professionals helps us promote successful practices that ensure quality care, regulatory compliance, and accurate reimbursement. Working as a team in a clinic, hospital, or business, or even a remote environment, you'll supply the data that benchmarks our success and serves as an efficient education and training mechanism for our providers and other stakeholders.

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