Health Information Management Specialist

Overview

The HIM Specialist helps fulfill the mission of People's Community Clinic by ensuring the accurate management, integrity, accessibility, and confidentiality of electronic health information in accordance with HIPAA, organizational policies, and applicable federal and state regulations.

This position supports patient care by managing health information workflows, document indexing, release of information requests, medical record retrieval, and record integrity activities. The HIM Specialist works collaboratively with providers, care teams, patients, and external healthcare organizations to ensure timely access to complete and accurate health information while maintaining the highest standards of privacy, security, and customer service.

Responsibilities

Under the direction of the HIM Supervisor, this individual’s primary responsibilities include:

• Access and navigate multiple electronic health record systems and business applications to retrieve, validate, process, and maintain protected health information (PHI), ensuring the accuracy, completeness, integrity, and retention of the legal medical record.
• Work assigned HIM operational workflows, including Epic work queues, In Basket pools, chart correction activities, release of information workflows, and exception queues, while meeting established productivity, quality, and turnaround standards.
• Perform document management and record integrity functions by indexing, validating, and maintaining health records through document management systems; identifying and resolving duplicate records, indexing errors, patient matching discrepancies, and other documentation issues.
• Coordinate Release of Information (ROI) activities utilizing third party facilities and organizational workflows, ensuring requests are processed in accordance with applicable regulatory requirements, organizational policies, and established turnaround timeframes.
• Maintain accurate documentation of disclosures and record retrieval activities, including tracking disclosures of PHI, obtaining records from external healthcare entities, documenting retrieval efforts, and performing required follow-up on outstanding requests.
• Route incoming health information, consultation reports, hospital records, diagnostic results, and other documentation to the appropriate provider, care team, or department for timely review and action.
• Provide professional and timely customer service by responding to telephone calls, electronic inquiries, record requests, and questions from patients, providers, staff, and external organizations while appropriately documenting communications when required.
• Monitor assigned work queues daily and prioritize workloads to prevent unnecessary delays, backlogs, and service disruptions while maintaining established departmental service levels and turnaround expectations.
• Demonstrate accountability for assigned workloads by meeting departmental productivity, quality, accuracy, and turnaround benchmarks; proactively communicating barriers; escalating unresolved issues; and assisting with backlog reduction efforts as needed.
• Maintain proficiency in the required systems to perform assigned job duties.
• Maintain compliance with HIPAA, the 21st Century Cures Act, organizational policies, and applicable federal and state regulations by safeguarding protected health information and reporting potential privacy, security, or compliance concerns.
• Access electronic health records, hospital partner systems, health information exchanges, and other external healthcare systems only as required to perform assigned job duties, in accordance with organizational policies, confidentiality agreements, data-sharing agreements, and the Minimum Necessary Standard.
• Perform other duties as assigned to support departmental and organizational operations.

Qualifications

Education: High School Diploma/GED

Experience: Two years related experience

Knowledge, Skills, and Abilities:

• Proficiency in Microsoft Office applications and general computer systems.
• Strong attention to detail and data accuracy.
• Strong documentation, communication, customer service, and problem-solving skills.
• Working knowledge of electronic health records (EHRs) and healthcare information systems.
• Knowledge of HIPAA Privacy requirements, the Minimum Necessary Standard, and medical record confidentiality practices.
• Ability to effectively manage multiple priorities, deadlines, and workflow queues in a fast-paced environment.
• Ability to maintain productivity, quality, and service standards while handling a high volume of work.
• Ability to work independently and collaboratively as part of a team.
• Ability and willingness to learn new systems, equipment, and processes.
• Experience with Epic EHR preferred.
• Knowledge of Release of Information processes, disclosure tracking, document imaging, indexing, and chart correction workflows preferred.
• Bilingual English/Spanish preferred.

Certificate/License:

• Registered Health Information Technician (RHIT) or Registered Health Information Administrator (RHIA) preferred.
• Epic Proficiency or Certifications in one or more EPIC applications – preferably Identity and Release of Information.

Our Benefits Include:

• 18 PTO days per year & 11 paid holidays
• Major Medical Health Insurance Coverage. Most employees experience $0 in out-of-pocket medical expenses.
• Dental & Vision
• Flexible Spending Accounts
• Employer paid Life Insurance
• Employer paid Short-Term and Long-Term Disability
• Annual Training
• 403(b) with 5% employer matching

People’s Community Clinic is committed to equal employment opportunity regardless of race, color, national origin, religion, gender, sexual orientation, age, language, disability, pregnancy, gender identity or sex stereotyping.