HIM Specialist

Job Summary:

The HIM Specialist is responsible for the timely and accurate physical retrieval, preparation, scanning, and indexing of all medical record documentation into the Electronic Medical Record (EMR) system. This role ensures the absolute integrity of patient identification data and document placement for digital storage and immediate clinical retrieval. This role reports directly to the HIM Operations Manager.

Performance Expectations:

• Demonstrate the aptitude to manage multiple repetitive tasks with high accuracy.
• Demonstrate the ability to adapt to changing workflows, scanning technologies, and priorities.
• Demonstrate the ability to independently manage daily volume targets and turnaround-time.
• Demonstrate a strict commitment to the organization’s WE CARE mission and vision.
• Conducts scheduled rounds across clinical floors and departments to collect discharged patient paper charts and loose medical documentation.
• Accurately prepares physical medical record documents for scanning by removing staples, securing torn pages, and organizing sheets in chronological or standardized order.
• Utilizes production-grade document scanners to convert physical medical records into high-quality digital images within the EMR system.
• Reviews scanned images for clarity and manually indexes pages to ensure documents are attached to the correct patient account number, encounter, and document type.
• Strictly adheres to all HIPAA, state, and regulatory guidelines to maintain the absolute security and confidentiality of patient data during physical transport and digital indexing.
• Interacts professionally with leadership, healthcare providers, clinical staff and patients.
• Performs basic troubleshooting and routine cleaning of scanning equipment, reporting mechanical or software issues to leadership promptly.
• Other duties as assigned

Qualifications:

Education/Skills

High school Diploma or equivalent required; associate degree in HIM related field preferred.

Work Experience:

Experience in a medical office, hospital setting, or high-volume digital imaging/archiving role preferred. Basic familiarity with electronic medical records (EMR) or document imaging software preferred.

Working knowledge of HIM Department operations and HIPAA guidelines. Communication, telephone skills, personal computers, copy machine, and fax machine required. Microsoft Office suite products with proficiency in Excel and Word preferred. Knowledge of health information systems preferred. Knowledge of electronic medical record systems as well as content of the electronic medical record preferred.

Certification/Licensure-DUE UPON HIRE

• NONE

Additional Certification/Licensure - Obtained based on required timeframe below

• RHIA/RHIT Certification

Within 1 Year of Employment

Preferred

Mental Demands:

Ability to maintain professional demeanor and a high stress environment. Ability to perform routine, repetitive tasks on a continuous basis; follow directions precisely, pay attention to detail; coordinate multiple tasks and maintain control of work flow effectively. Ability to foster and maintain good working relationships with internal and external customers including but not limited to supervisors, managers, other associates, and other departments/areas. Must accept responsibility and understand the importance of maintaining the confidential and integrity of the Legal Medical Record.