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Prepper Scanner Technician

Job Ref: 26691

Talent Area: Administrative/Clerical

Houston Methodist Hospital
Houston, TX 77030

Area/Department: Medical Records

Employment Type: Regular

Job Type: Full-Time

Organization: Houston Methodist

Work Shift: DAY

Work Week

M-F; To be determined

Company Profile

Since its founding in 1919, Houston Methodist Hospital has earned worldwide recognition. Houston Methodist Hospital is affiliated with the Weill Medical College of Cornell University and New York-Presbyterian Hospital, one of the nation's leading centers for medical education and research.  Houston Methodist is consistently ranked in U.S. News & World Report’s “Best Hospital” list and was recently named the number one hospital in Texas. FORTUNE magazine has placed Houston Methodist on its annual list of “100 Best Companies To Work For” since 2006.  Houston Methodist Hospital directs millions of research dollars into patient care and offers the latest innovations in medical, surgical and diagnostic techniques. With 1,119 licensed beds, 67 operating rooms and over 6,000 employees, Houston Methodist offers complete care for patients from around the world.

Job Summary



The HPF Chart Prepping/Scanning Technician position performs one or more of these functions:

  1. Receipt and reconciliation of discharged patients’ charts upon receipt in the HIM Department; retrieval of charts as necessary from patient service areas of the Hospital.
  2. Record prepping - re-assembly of charts of discharged patients into the prescribed chart order for proper scanning and indexing into the Horizon Patient Folder (HPF) imaging system;
  3. Scanning of charts into the HPF imaging system; and/or


The prepping function requires the Technician to rapidly and accurately categorize documents of discharged patients into approximately 150 different categories based on a clear understanding of medical record documentation rules and prepares these documents for imaging, ensuring the charts are in a format that is scannable into an imaged format.  For documents that do not come to the HIM department attached to a chart, the technician must research the document and determine the correct encounter to attach the document to. 


The scanning function requires the Technician to operate a document imaging scanner, perform daily maintenance on the scanner and provide first level review of scanning quality.


Both the functions of prepping and scanning are time critical and pivotal to ensure that workflow is maintained to facilitate the immediate availability of medical records for patient care and patient billing. 






Select the applicable age group(s) of primary customers/patients served by this position.



¿ Not applicable                   

¿ Neonate (Birth to 28 days)

¿ Infants/Toddlers (29 days to 18 months)

¿ Toddler (18 months to 3 years)

¿ Preschooler (3-6 years)

¿ School Age (6-12 years)

¿ Adolescence (12-18 years)

¿ Young Adult (19-40 Years)

¿ Middle Adult (40-65 Years)

¿ Mature Adult (65 years and older)




System and department specific ICARE values


INTEGRITY: We are honest and ethical in all we say and do.

COMPASSION: We embrace the whole person including emotional, ethical, physical, and spiritual needs.

ACCOUNTABILITY: We hold ourselves accountable for all our actions.

RESPECT: We treat every individual as a person of worth, dignity, and value.

EXCELLENCE: We strive to be the best at what we do and a model for others to emulate.


Duties and Responsibilities are cross-referenced to the hospital’s Pillars of Excellence and will be transferred to the Performance Evaluation.


PEOPLE – 15%

  1. Demonstrates all components of Houston Methodist’s ICARE values.
  2. Interacts with others in a supportive and respectful manner; communicates effectively with members of the Record Processing team as well as internal and external HIM customers.
  3. Participates and provides feedback during section meetings.
  4. Takes initiative to assist others and share knowledge with the Record Processing team.



  1. Manages time effectively to meet established productivity standards and section timelines.



  1. Performs assigned functions with 95% accuracy while meeting productivity standards.
  2. Follows all safety rules while on the job.  Reports accidents promptly and corrects minor safety hazards.  Communicates with peers and management regarding any hazards identified in the workplace.



  1. Demonstrates all components of The Methodist Experience Service Standards.
  2. Performs one or more of the following sets of functions:


Record Receipt, Reconciliation, and Retrieval  

1.    Prints discharge lists and reconciles lists with charts received in the HIM Department. (EF)

2.Sorts charts by discharge date and type and distributes charts for prepping.  (EF)

3.Researches missing charts or parts of charts using the Hospital Information System (HIS) or HPF to determine which patient care unit(s) were responsible for the charts and then search these units to obtain the missing information.  (EF)


Prepping Functions 

Within 24 to 72 hours of patient discharge, processes charts for scanning and indexing by performing all the functions outlined below:


1.Removes all staples, paper clips and rubber bands and tapes down documents as necessary to ensure they can be scanned without jamming the scanner.  (EF)

2.Determines which documents need to be scanned as part of the patient’s medical record; distinguishes which documents are cold-fed and which need to be manually scanned; examines all cold-fed documents to ensure these documents do not have any additional handwritten documentation that requires scanning.  (EF)

3.Sorts each document according to the correct patient and encounter in a prescribed order.  (EF)

4.Uses basic knowledge of record documentation deficiency requirements and (e.g., appropriateness of a document for use as H&P), to categorize each document and sort into the appropriate document type; evaluates documentation content and not just form number to categorize documents.  (EF)

5.Uses basic knowledge of document types to ensure documents of the same document type are kept together and places all non-barcoded documents in front of barcoded documents.  (EF)

6.Researches documents in HPF and in HIS to determine patient encounter number, patient type and discharge disposition for each loose document that is received without a record.  (EF)

7.Prepares the batch for scanning, ensures the record contains a correctly marked batch cover sheet and the appropriate trigger documents.  (EF)

8.Meets minimum productivity standards of 668 documents per hour for prepping within 3 months of date of employment in position while maintaining accuracy.  (EF)


Scanning Functions 

Within 24 to 72 hours of patient discharge, processes charts for indexing by performing all the functions outlined below:


1.Maintains appropriate set up for the scanner to ensure optimal image results.  (EF)

2.Cleans the scanner daily at the beginning of the shift to ensure optimal image results.  (EF)

3.Performs a check of the documents to be scanned to ensure that all paper clips, staples and rubber bands are removed.  (EF)

4.Creates the appropriate batch for scanning and scans each batch, ensuring that documents are scanned correctly and moved to the correct queue.  (EF)

5.Meets minimum productivity standards of 2,500 documents per hour for scanning within 6 months of date of employment in position while maintaining accuracy.  (EF)


  1. Demonstrates adaptability and flexibility in the face of changing demands.(EF)
  2. Shows willingness to perform additional tasks as assigned.   (EF)
  3. Accepts feedback and changes behavior appropriately.
  4. Demonstrates initiative by such actions as taking on additional tasks and contributing ideas and suggestions to improve work processes.


This position description is not intended to be all inclusive, and the employee will also perform other reasonably related business duties as assigned by the immediate supervisor and other management as required. The Houston Methodist Hospital reserves the right to revise or change job duties and responsibilities as the need arises.



High School diploma or equivalency required.  Two years of college preferred.



Two years of general office experience required; experience working in the Health Information Management Department of a large, acute-care hospital strongly preferred.



None required.



1.Knowledge of basic components of a medical record and medical record completion.

2.Ability to rapidly and accurately assess hundreds of different documents and categorize them into over 100 different, distinct categories.

3.Demonstrates attention to detail and ability to distinguish between the hospital’s medical record documents, those documents that do not require scanning or inclusion into the medical record and those that should be classified as outside facility document.

4.Ability to quickly learn new and updated computer applications and to rapidly navigate between applications (e.g., HIS and HPF).

5.Keyboarding proficiency with ability to type 40 words per minute.  

Equal Employment Opportunity

Houston Methodist is an Equal Opportunity Employer.

Equal employment opportunity is a sound and just concept to which Houston Methodist is firmly bound. Houston Methodist will not engage in discrimination against or harassment of any person employed or seeking employment with Houston Methodist on the basis of  race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, status as a protected veteran or other characteristics protected by law.

VEVRAA Federal Contractor – priority referral Protected Veterans requested.