Health Information Management Specialist

Job Description

Department: Legal & Compliance Assigned Campus: Worthington

Status/FLSA: Exempt/Full-Time Worksite Designation: Flexible/Remote

Reports to: Health Information Management Manager Pay Band: 3

Summary/Objective

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The Health Information Specialist is responsible for managing the accurate transfer and maintenance of patient data between medical records systems. This role ensures data integrity, compliance with healthcare regulations, and supports clinical and administrative teams in maintaining up-to-date and accessible patient information.

Essential Functions

1. Data Transfer and Entry:

Manually input and transfer patient data from various sources into the designated electronic medical records (EMR) system.

Ensure accuracy and completeness of all entered data, correcting errors as identified.

2. Records Management:

Maintain and organize medical records both paper and digital in compliance with organizational policies and healthcare regulations (e.g., HIPAA).

Assist with the retrieval, filing, and archiving of patient records as needed.

3. Quality Assurance:

Perform routine audits of entered data to ensure accuracy, completeness, and adherence to established standards.

Identify discrepancies and work collaboratively with clinical and administrative staff to resolve any data integrity issues.

4. Compliance and Confidentiality:

Adhere to all legal and regulatory requirements related to health information management, including patient confidentiality and data protection standards.

Stay updated on changes to healthcare data regulations and integrate new practices by attending training as required.

Maintain patient confidentiality at all times.

Comply with all organizational policies and standards regarding ethical business practices.

5. Collaboration and Support:

Work closely with healthcare providers and administrative teams to ensure timely and accurate recordkeeping.

Provide support and training on recordkeeping processes to other staff members as needed.

6. Technical Proficiency:

Utilize EMR software and other related technologies efficiently to complete tasks.

Troubleshoot basic technical issues related to data entry and system functionality.

Complete clerical duties including answering phones, responding to emails, etc.

Supervisory Duties

This role reports directly to the Medical Records Manager and has no direct supervisory

Responsibilities.

Education, Skills, Experience and Requirements

Associate degree in Medical Records, Health Information or Business.

2-4 years’ experience in medical records.

Proven experience in data entry, preferably in a medical or healthcare setting.

Strong attention to detail and commitment to accuracy.

Familiarity with medical terminology, EMR systems, and healthcare regulations (e.g., HIPAA).

Excellent organizational and time-management skills.

Ability to maintain confidentiality and handle sensitive information appropriately.

Strong communication skills and the ability to work effectively as part of a team.

Competencies and Attributes

Communication

Detail oriented

Medical Records

Compliance

Technical

Customer Service

Medical Terminology

Patient Care

Physical Demands/% of time

Uses office equipment scanner/copier

75%

Handling and/or feeling

25%

Use of electronics (computer/tablet)

75%

Lifting and/or carrying up to 50lbs

25%

Standing and/or walking

25-50%

Pushing and/or pulling

25%

Hearing

75%

Bending

25%

Verbal communication

75%

Manual dexterity

25%

Work Hours: This is a full-time position, and hours of work and days are Monday through Friday, 8:00

a.m. to 4:30 p.m.

Travel Requirements: Travel is primarily local during the business day and may vary depending on office or remote work arrangements.

Full-time

Fully remote