Health Information Management Coordinator

Description

POSITION SUMMARY

The Health Information Management (HIM) Coordinator is responsible for coordinating the daily operations of the Health Information Management department to ensure the integrity, accuracy, security, and confidentiality of patient health information. This position oversees the management of electronic and paper medical records, facilitates the timely release of information in compliance with HIPAA and applicable federal and state regulations, and supports chart completion, documentation integrity, and regulatory compliance. The HIM Coordinator collaborates with physicians, clinical departments, and administrative staff to promote accurate medical record documentation, efficient workflow processes, and exceptional customer service. This role also provides support for electronic health record (EHR) systems, medical staff services, quality improvement initiatives, departmental reporting, and ongoing compliance with accreditation and organizational standards while assisting the HIM Director with departmental operations and special projects.

POSITION QUALIFICATIONS

The position requires a minimum of a High School Diploma, an Associates or Bachelor’s degree in Health Information Management, Healthcare Administration, or related field preferred. A minimum of 5 years’ experience in a Hospital or physician office setting within HIM department, Healthcare Administration, or a related healthcare administrative role. Registered Health Information Technician (RHIT) or Registered Health Information Administrator (RHIA) certification preferred. Electronic health record experience preferred. Recommended completion of a medical terminology course with a solid working knowledge and overall understanding of the healthcare environment. Ability to know, understand and apply federal and state regulations and departmental policies and procedures. Strives to obtain and maintain accurately tracked data. Effective time management of daily tasks and duties with good organizational and quality focus skills with a problem solving, critical thinking mindset. Strong data entry skills necessary; type a minimum of 35 words per minute, competent use of email, fax machines, scanners and copiers, Word and Excel application skills are required. Good customer service skills with a respectful and positive attitude. Excellent communication skills, both orally and written.

DUTIES AND RESPONSIBILITIES

• Responsible for the day-to-day operations of Health Information systems (Electronic medical record etc.) to include workflow management, monitoring of queues/print/ fax servers/security and archiving for both internal and external customers. Responsible for functional system operations to include training, support and troubleshooting and working queues as assigned within the HIM applications/systems.
• Provide excellent customer service by being attentive and respectful; insures understanding of customer request and follows-through as promised; proactive in identifying and immediately communicating any concerns or problems to HIM Director. Helps resolve customer service matters in a professional manner.
• Interacts with requestors to identify medical records needed for patient care, review, billing or release of information per minimal use standards.
• Handles all requests and inquiries for patient health information whether received via mail, fax, phone or in-person.

a) Access computerized patient record. 

b) Verifies the patient identity and confirms that the authorization is valid

c) Ensures the requesting party has a legal right to request a patient’s medical information.

• Prioritize release of information requests, retrieves medical records, active and inactive and delivers records in accordance with established departmental procedures. Responsible to accurately track all incoming requests upon receipt and upon completion of all requests on the electronic PHI log. 

d) Process the request within established departmental procedures.

• Performs at established quantitative and qualitative work standards on all patient chart audits, concurrently and retrospectively, to meet departmental goals and objectives; maintains accurate data audits and current data tracking sheets on a daily basis.
• Analyzes, monitors and maintains chart completion by clinicians and physicians through accurate and efficient chart review per established processes. Effective and timely communication with physicians and evidence of appropriate measure to avoid total medical record delinquency that equals to exceeds twice the average monthly discharge rate.  
• Performs self-quality checks on all work and job tasks to assure the accuracy of audited, collected data and the confidential handling and release of patient information.
• Prepares, maintains and submits all assigned reports in an accurate and complete manner meeting all deadlines
• Assists with processing of medical staff files and MEC meeting preparations.
• Promotes quality improvement, staff and patient safety, and cultural diversity through department operations and by personal performance.
• Maintains current knowledge related to applicable statutes, regulations, guidelines and standards necessary to perform job duties in accordance with the requirements of the departmental policies and procedures.
• Handles, assists and/or direct incoming calls for the department as per policies and procedures.
• Maintain and organize patient medical records in both physical and electronic health record (EHR) systems, ensuring accuracy, completeness, and confidentiality.
• Process requests for release of medical information in compliance with HIPAA, state law, and organizational policy, including subpoenas, insurance requests, and patient-authorized disclosures.
• Audit records regularly for completeness, accuracy, and compliance with regulatory and accreditation standards (e.g., Joint Commission, CMS).
• Coordinate with physicians, clinical staff, and administrative teams to obtain missing documentation, signatures, or clarifications.
• Manage chart retrieval, scanning, indexing, and filing processes, including transition of paper records to digital formats.
• Ensure proper retention, storage, and secure destruction of records in accordance with legal and organizational retention schedules.
• Serve as a point of contact for internal and external medical records inquiries, including legal, insurance, and patient requests.
• Train and support new staff or team members on medical records procedures, EHR systems, and compliance requirements.
• Monitor and maintain compliance with federal and state privacy regulations (HIPAA, HITECH) and report any potential breaches or discrepancies.
• Generate reports and maintain logs related to record requests, disclosures, and audit findings.
• Collaborate with IT and HIM leadership on EHR system updates, workflow improvements, and data integrity initiatives.
• Other duties as assigned by HIM Director. 

Requirements

DEMANDS AND CHARACTERISTICS OF WORK, EQUIPMENT USAGE, AND WORK ENVIRONMENT

PERCENTAGE OF WORK TIME 1-33% 34-66% 67-100%

Standing/Walking X

Sitting X

Twisting X

Lifting/Carrying X  

Pushing/Pulling X  

Climbing (Ascending/descending) X  

Bending/Stooping X  

Using arm muscles frequently or for extended periods X

Using leg muscles frequently or for extended periods X

Using back muscles frequently or for extended periods X

LIFTING REQUIREMENTS – Individuals in patient care positions are required to lift a patient with or without assistance.

2-10 Pounds X  

11-20 Pounds X  

21-30 Pounds X  

31-40 Pounds X  

41-50 Pounds X  

51 Pounds or More X  

WORKING ENVIRONMENT

Working in hot, cold, wet surroundings X  

Working outdoors X  

Working with or near chemicals X

Working near radiation sources X  

Potential exposure to communicable diseases X

Working with hazardous waste materials X

Utilizing essential upgraded or adaptive equipment as industry standards require X

Using hand tools X  

Potential for cuts and bruises X  

EXCHANGE OF IDEAS

Ability to express or exchange ideas X

Ability to understand communication of others with or without adaptive devices X

Ability to perform basic math X

Ability to read at a secondary level X

WORKPLACE BEHAVIORS

I. RESULTS ORIENTATION – Meets current objectives and positions the organization for future growth. Completes daily tasks and assignments and processes large volumes of work associated with the operation of the department.

II. SOCIAL SENSITIVITY - Builds positive relationships based on respect for others. Demonstrates a helpful, positive attitude. Maintains effective communication with peers, medical staff, patients, visitors, and families.

III. QUALITY OUTCOMES – Meets and exceeds expectations of internal and external customers. All organizational and departmental standards regarding quality of performance are met. Demonstrates a strong commitment to confidentiality. Participates in quality improvement programs as directed.

IV. SAFE WORKING ENVIRONMENT – Demonstrates an awareness of and adherence to safety and legal requirements established at the facility with an emphasis on maintaining a safe environment for all persons working in the facility.

A. Accident/Injury Reporting – Reports any accidents, injuries, and unsafe equipment and conditions to supervisor by the end of the shift and reports any pre-existing conditions as identified by the ADA.

B. Unsafe Conditions – Immediately reports and corrects, if possible, unsafe conditions or equipment.

C. Workplace Standards – Compiles with relevant regulations, standards and policies governing safe workplace environment (OSHA, Accreditation, etc.)

D. Safety Techniques – Maintains current knowledge of all aspects of the facility’s safety program by attending safety-related training as mandated upon hire and thereafter as required by facility.

E. Modified Work – Accepts modified work assignments after receiving the physician’s release to return to work following an accident/ injury. 

F. Follows Prescribed/Recommended Treatment – Follows the prescribed/recommended treatment given by treating physician(s) after an accident/injury.

V. EDUCATION – Participates in required in-services and educational programs on an ongoing basis.

VI. ATTENDANCE AND PUNCTUALITY – Follows all facility guidelines outlining standards of attendance and punctuality. Responsible for reporting to and completing work at assigned times.

UNIVERSAL PRECAUTIONS

Universal precautions will be observed in order to prevent contact with blood or other potentially infectious materials. Under circumstances in which differentiation between body fluid types is difficult or impossible, all body fluids shall be considered potentially infectious materials. All blood or other potentially infectious materials will be considered infectious regardless of the status. The category shown below is designed to communicate the risk of exposure for this particular position.