Lead Health Information Management Representative

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Overview
In 1971, Yale University established Yale Health to provide health services to its facility, staff and students through a multidisciplinary health maintenance organization located on campus. Yale Health has more than 49,000 members including students, staff, faculty and their families who come from every state in the country and almost every country in the world. With over 50 years of service to the Yale community, our state-of-the-art facility at 55 Lock Street, is where our members receive most of their care from our 150+ providers. It is a 144,000 square foot medical facility with over 90 exam rooms, an Acute Care Department, a 15-bed inpatient facility with two negative pressure rooms, a diagnostic imaging suite including MR and CT scan, x-ray and ultrasound and a full-service retail pharmacy.

Reporting to the Manager of Member Services & Health Plan Operations, the Lead Health Information Management Representative serves as the administrative and operational lead for the Health Information Management (HIM) team, providing daily work coordination, distribution, delegation, technical expertise, and operational support to at least two FTEs, to ensure the accurate, timely, and compliant management of patient health information.

This position functions as the primary resource for HIM staff and leads workflow processes, serving as a subject matter expert in medical records operations, Release of Information (ROI), document scanning, record integrity, privacy regulations, and health information workflows. The Lead HIM Representative coordinates daily activities, supports staff development, addresses complex issues and escalations, and collaborates with clinical, administrative, and operational departments to support efficient workflows and exceptional service.

This position also leads and coordinates various projects utilizing expertise in health information. The lead also assists with developing policy and procedure changes and updates. In addition, this position contributes to implementation planning plans as well as coordinates and oversees implementation of program activities.

The position promotes operational excellence through continuous improvement efforts, regulatory compliance, and a commitment to patient-centered service while serving as a key liaison among patients, providers, staff, and external organizations. This position exercises lead responsibility for workflow coordination and technical guidance but does not have formal supervisory authority.

Additional responsibilities include:

• Serve as the administrative and work lead for the HIM team, providing guidance, technical expertise, training, and daily workflow coordination.

• Coordinate departmental operations to ensure timely, accurate, and efficient completion of HIM activities.

• Assign, prioritize, and monitor work to at least two FTEs, facilitate communication, and support staff development and onboarding.

• Lead the coordination of medical records operations, including ROI, record integrity, document management, and health information workflows.

• Review and resolve complex or escalated medical records issues, requests, and inquiries.

• Maintain the confidentiality, integrity, and accessibility of patient health information.

• Ensure compliance with HIPAA, state privacy regulations, organizational policies, and applicable health information management standards.

• Lead and participate in quality, compliance, and audit activities and assist in the development and maintenance of departmental procedures.

• Oversee document imaging, scanning, and record management processes to ensure the accuracy, quality, and availability of patient information.

• Support record retention, information governance, and electronic health record integrity initiatives.

• Serve as the primary resource for patients, staff, providers, and external organizations regarding health information management services.

• Collaborate with clinical, operational, and administrative departments to promote efficient workflows and exceptional customer service.

• Identify opportunities to improve operational efficiency, service delivery, and quality outcomes.

• Lead departmental projects, including process improvement efforts, and implementation of new technologies and workflows.

Schedule:  Full-Time – 37.5 hours, Weekdays, 8:30 a.m. – 5:00 p.m.  Evenings, weekends, holidays/recess periods may also be required.

Required Skills and Abilities

1. Exceptional customer service and interpersonal skills.  Strong written, verbal, and interpersonal communication skills.

2. Demonstrated ability to organize, prioritize, and manage multiple responsibilities simultaneously. Strong critical thinking, problem-solving, and decision-making abilities.  Ability to exercise sound judgment while maintaining confidentiality.

3. Proficiency with Microsoft Office applications, including Word and Excel.  Proficiency working with electronic medical record systems.  Strong attention to detail and commitment to accuracy.

4. Ability to work independently and collaboratively within a team environment.  Demonstrated reliability, professionalism, and dependability.

5. Ability to train, mentor, and support staff development.  Ability to establish effective working relationships with patients, providers, staff, and external organizations.

Preferred Skills and Abilities
Associate degree in Health Information Management, Healthcare Administration, Business Administration, or a related field.  Experience working in an academic medical center, ambulatory healthcare organization, or integrated healthcare delivery system.  Experience with Release of Information operations and document imaging systems.  Working knowledge of Epic electronic health record applications.

Principal Responsibilities

1. Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees. 2. Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending. 3. Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate. 4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department. 5. Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up. 6. Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations. 7. Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities. Establishes and cultivates productive relationships between teams. 8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office. 9. Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 10. May perform other duties as assigned. Required Education and Experience Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of education and experience.

Job Posting Date

09/14/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade E

Compensation Grade Profile

Hourly Range

$35.64

Time Type

Full time

Duration Type

Staff

Work Model

On-site

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks basedon the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

This role is a healthcare worker position. Healthcare workers (HCW) are defined as university employees working a healthcare setting who have the potential for direct or indirect exposure to patients, human research subjects or infectious materials including body substance, contaminated medical supplies, devices and equipment, surfaces, or air.  HCW have specific health requirements that must be met prior to starting work, including MMR vaccine or immunity, varicella (chickenpox) vaccine or immunity, TB screening, COVID vaccine according to University policy, hepatitis B vaccine or immunity, and annual flu vaccination.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties throughtheir hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.