HIM Specialist

About the Role

As a Health Information Management (HIM) Specialist, you play a critical behind-the-scenes role in supporting high-quality patient care and operational excellence. Your primary responsibility is to ensure the accurate, timely, and secure handling of patient health records, contributing directly to provider readiness, regulatory compliance, and patient safety.

Essential Functions

• Maintain and manage patient medical records in compliance with state, federal, and organizational standards.
• Accurately scan, import, and organize patient documents within the electronic health record (EHR).
• Collect, prepare, and process paper documents for secure scanning and indexing.
• Prepare charts and gather essential records before patient appointments to support provider readiness.
• Review daily reports to:
  • Confirm health records are complete and accurate.
  • Identify missing documentation or needed follow-ups from external facilities.
  • Correct and resend failed outbound faxes as needed.
• Process requests for health records from authorized parties following HIPAA, state laws, and organizational policies.
• Ensure patient confidentiality and privacy are always maintained.
• Monitor and route incoming and outgoing faxes, ensuring timely delivery and appropriate follow-up on transmission issues.
• Assist patients with accessing their health records through the Patient Engagement Portal.
• Support clinical and administrative staff by promptly retrieving, scanning, indexing, and filing necessary health information.
• Collaborate with other HIM Specialists across the organization to ensure consistency, standardization, and timely information flow.
• Respond promptly to internal and external requests or inquiries using preferred communication methods.
• Provide exceptional customer service in all interactions with providers, staff, patients, and external partners.
• Serve as a knowledgeable and approachable resource for questions regarding health records and HIM processes.
• Follow established HIM policies and procedures to ensure consistency and regulatory compliance across all clinic locations.
• Participate in departmental quality improvement initiatives and training activities.
• Contribute to additional HIM projects or tasks as assigned by leadership.

Education & Experience

• A high school diploma or equivalent (GED) is required.
• Two years of professional office experience preferred.
• Experience in medical records or a healthcare setting is strongly preferred.
• Strong computer proficiency, including use of electronic health record (EHR) systems and Microsoft Office Suite.
• Excellent verbal and written communication skills.
• Demonstrated ability to deliver exceptional customer service.
• Strong organizational skills and keen attention to detail.
• Ability to work productively and effectively in a fast-paced environment.

Physical Requirements

• Able to travel to satellite clinics when necessary (rare occasion).
• Able to lift 25 pounds.
• Frequent (1/3 to 2/3 of time): fingering or manual dexterity, repetitive finger motion.
• Regularly (more than 2/3 of time): sitting, speaking, hearing, seeing (with correction).
• Occasionally (less than 1/3 of time): standing, walking, lifting or exerting force up to 25 pounds, reaching or stretching, crouching or stooping.
• None: lifting or exerting force over 25 pounds, climbing or balancing.