Health Information Management Specialist

Position Summary

The Health Information Management (HIM) Specialist acquires, analyzes, and protects digital and traditional medical information to provide quality patient care. The HIM Specialist coordinates the release of information (ROI) upon request as well as tracks requests and forms while complying with HIPAA regulations, federal and state laws, organizational bylaws, and departmental policies and procedures. In addition, the HIM Specialist processes continuity of care, subpoenas, court orders, attorney, disability, audits, insurance, and other requests and forms. The HIM Specialist conducts patient pre-visit planning duties to support the patient-centered medical home model and patient care activities. The HIM Specialist handles and processes patient-related records or documents in a timely and accurate manner. The HIM Specialist ensures the accurate scanning and electronic filing of medical documents.

. Essential Duties and Responsibilities:

Maintains the integrity, privacy, and confidentiality of protected health information (PHI) via adhering to federal (HIPAA Privacy and Security), state, local, and Joint Commission regulations

• Assists requesters with requests for release of medical record information
• Processes continuity of care, subpoenas, court orders, attorney, disability, audits, insurance, and other requests and forms

• Sends invoices for prepayment to all attorney and appropriate insurance company requests for copies of records
• Logs and tracks all release of information (ROI) requests and forms in NextGen EHR for Accounting of Disclosure and ROI reports

• Creates and runs reports in several database applications (NextGen, Aza DRVS, etc.) to review provider schedules and determine which type of reports needed for upcoming patient visit
• Promotes patient-centered medical home model and supports patient care activities by performing patient pre-visit planning via retrieving medical reports from external healthcare facilities (UMass, Tenet Healthcare, etc.) and e-filing into NextGen EHR

Tracks and follow-up on other patient data, such as whether an external referral was received and ensures the referral information is entered into NextGen EHR

Conducts document management by prepping, scanning, e-filing, and assigning medical forms to proper document categories and types Performs quality assurance of medical documents by ensuring high quality images, correct patient identification, medical record number (MRN), primary care provider (PCP), etc

Made corrections in electronic and scanned medical documentations

Retrieves and returns medical charts from off-site storage when needed

Tracks deceased patients, PCP elsewhere, patients who are not registered in NextGen, etc.

Receives, sorts, and sends incoming and outgoing mails to appropriate departments

Daily pick up and processes of medical documents from another departments and e-fax

Provides customer services and answers all inquiries (walk-in services, medical records email, phone calls, etc.)

Provides training to the other coworkers

• Provides coverage for other staffs when needed
• Meets the turnaround time (TAT) & key performance measures (KPIs) set by Manager of Medical Records

Performs other duties assigned by Manager of Medical Records

Qualifications and Education Requirements

High school or GED required. Certificate in medical office administration preferred. Associate degree in Health Information Management (HIM) preferred. Registered Health Information Technician (RHIT) credential preferred.

Minimum of one year of work experience in Health Information Management (HIM), medical records, or medical office work required. Experience with electronic medical records (EMR) application and medical terminology preferred. Demonstrated competency skill with Microsoft Office required, including MS Outlook, MS Word, MS Excel, etc. Demonstrated excellent customer services both in person and on phone.

Reporting Relationship

Director of Clinical Operations