HIM Records Management Specialist

Location: Rochester, NY (Multiple Sites Throughout the Greater Rochester Area)

About The Opportunity

We are seeking a detail-oriented HIM Records Management Specialist to support a large healthcare organization's transition from paper records to digital record management. This role is ideal for someone with strong organisational skills, data entry experience, and the ability to work independently in a fast-paced environment. This position offers the potential for long-term employment with candidates who are interested in growing their career within healthcare operations and health information management.

Responsibilities

• Manage physical health information records, including receipt, preparation, indexing, storage, retrieval, retention, and secure destruction.
• Maintain accurate record inventories, storage databases, warehouse maps, and tracking systems.
• Conduct audits and reconcile discrepancies related to record locations and indexing.
• Monitor retention schedules and identify records eligible for destruction while ensuring compliance with legal and regulatory requirements.
• Coordinate records destruction activities and maintain required documentation.
• Process record requests from authorised users while protecting patient confidentiality and PHI.
• Ensure compliance with HIPAA, record retention standards, and internal policies.
• Collaborate with leadership, compliance teams, and operational departments on records management initiatives.
• Support training, onboarding, disaster recovery planning, and process improvement efforts.
• Travel between various facilities to manage record storage locations and projects.

Qualifications

Required

• High School Diploma or equivalent.
• Strong computer and data entry skills.
• Excellent organisational skills and attention to detail.
• Reliable transportation and willingness to travel between sites.
• Ability to lift up to 40 lbs.
• Comfortable working in storage rooms, archives, warehouses, and document storage areas.

Preferred

• 1-2+ years of experience in Health Information Management, healthcare administration, medical records, or a healthcare setting.
• Knowledge of HIPAA regulations and medical terminology.
• Experience with document management systems.
• Familiarity with Epic, Cerner, Meditech, or other electronic medical record systems.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams, PowerPoint).
• Associate degree in Health Information Management or related field.
• RHIT certification a plus.

Skills

• Strong attention to detail and accuracy.
• Ability to manage large volumes of records and documentation.
• Excellent written and verbal communication skills.
• Strong problem-solving and critical thinking abilities.
• Self-motivated with the ability to prioritise multiple tasks.
• Comfortable working independently and adapting to changing priorities.

Work Environment

• Fully onsite position.
• Work performed in office storage rooms, document archives, warehouses, basements, and record storage areas.
• Regular travel to multiple locations throughout the greater Rochester area.
• Some work environments may be dusty and require moving and organising physical records and boxes.
• Ability to lift and move records and boxes throughout the workday is required.

Benefits

If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital coverage
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Pay

The pay range for this position is $18.50 - $18.50/hour. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Schedule

• Full-Time, Onsite
• Contract-to-Hire