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Horizon Patient Folder Quality Control Indexing Analyst

Job Ref: 27039

Talent Area: Professional

Houston Methodist Hospital
Houston, TX 77030

Area/Department: Medical Records

Employment Type: Regular

Job Type: PRN

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 Quality Control/Indexing (QCI) Technician in Health Information Management is responsible for

  • Reviewing the quality of scanned patient medical records and loose documents in the Horizon Patient Folder (HPF) medical record imaging system to ensure the highest level of quality possible, and
  • Indexing all medical record documents to the appropriate patient folder in HPF and ensuring that each document is correctly assigned the appropriate document name.





¿ 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)





  1. Provide personalized care and service by consistently demonstrating our I CARE 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. 


  1. Focuses on patient/customer safety
  2. Delivers personalized service using HM Service Standards
  3. Provides for exceptional patient/customer experiences by following our Standards of Practice of always using Positive Language (AIDET, Managing Up, Key Words)
  4. Intentionally rounds with patients/customers to ensure their needs are being met
  5. Involves patients (customers) in shift/handoff reports by enabling their participation in their plan of care as applicable to the given job




PEOPLE – 15%

  1. 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.
  2. Participates and provides feedback during section meetings.
  3. 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.    Reviews 100% of scanned images for quality and correct positioning; rescans documents as necessary. 

2.    Maintains working knowledge of over 150 document types and can distinguish which documents should be indexed to a particular document type; utilizes the Master Document Listing when necessary to ensure accuracy.  (EF)

3.    Identifies when it is appropriate to split and merge documents, with 95% accuracy.

4.    Correctly inserts and appends pages/documents when and where appropriate, with 95% accuracy.  (EF)

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

  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 the primary function of indexing; based on work volume and workflow needs; performs one or more of the other Record Processing functions also described below:


Indexing Functions   

  1. Indexes documents to correct encounter and document type.  (EF)
  2. Assures each document is indexed to the correct patient and patient encounter and each document is assigned the correct document name; verifies barcoded documents are correctly indexed.  (EF)
  3. Writes each indexed batch to the appropriate queue according to workflow procedures.
  4. Reviews assigned work queues daily and ensures timely processing of all assignments in the queues, prioritizing work in accordance with set procedures.  (EF)
  5. Meets minimum productivity standards of 500 documents per hour for indexing within 6 months of employment in this position, while maintaining accuracy requirements.  (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 GED.



Three (3) years of experience in Health Information Management (Medical Records) required.



1.Working knowledge of all of the components of a medical record.

2.Must be able to type 40 words per minute with extensive PC knowledge and skills that are verifiable through testing.

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.