Health Information Management Coordinator – Congress – Medical Records

JOB PURPOSE: The Health Information Management Coordinator serves as a Subject Matter Expert (SME) providing quality service to El Rio Health patients and internal/external clients of the Health Information Management Department. In this role the incumbent assists patients, internal/external clients, and staff members by performing assigned clerical and administrative duties, tasks, assignments, and services related to patient medical records at a location assigned by management. The defined duties and responsibilities for a Health Information Management Coordinator will comply with the regulations and requirements of the policies and procedures of El Rio Health.

An employee in this position works with general supervision and review, and any work problems involving departures from standard policies, interpretations, or procedures are presented to the supervisor for resolution.

Essential Job Functions:

• Performs and completes all administrative duties, tasks, responsibilities, and assignments within reasonable time frames while meeting established performance standards of quality, quantity, and productivity for the position, ensuring the highest standards of excellence and the lowest of error rates in work outcomes and performance.
• Maintains at all times patient confidentiality by controlling the environment and information being disclosed to authorized individuals ensuring compliance with all HIPAA and corporate compliance standards, as well as generally accepted confidentiality standards.
• Gains and maintains the knowledge, understanding, and technical skills to complete administrative duties, tasks, and assignments working with office equipment, operating systems, organizational programs and/or business software for medical records, such as:
  • Initiates and creates patient records; researches and resolves issues or problems with patient medical records, such as duplicate records, potential red flag issues, or misfiled documents.
  • Educates and supports end-users with navigating the electronic health record system or organizational programs and operating systems related to health information.
  • Tracks, researches, and ensures the complete processing of audits, referrals, duplicate merges, corrections, and help desk requests on a daily basis.
  • Compiles and prepares medical record information for audit requests.
    1. Reviews written requests, research patient database, prints requested documentation and prepares items for distribution; supports onsite audits.
    2. Responsible for HEDIS and Risk Adjustment Audits
    3. Tracks and reports outcomes of audits.
• Develops and/or updates the new/current organization forms, condensing the existing catalog of forms, editing and making recommendations for all forms incorporated into the Electronic Medical Record as well as internal-use forms.
• Creates, edits, and oversees all forms for the entire organization. This includes forms-documents that will become part of the medical record either by electronic creation, scanning, or image upload that do not require a patient signature, including, but are not limited to, clinical, administrative, and research documents. Consolidation and management of the master file is also crucial.
• Reviews all forms prior to build or implementation in the medical record. The review/approval process aims to:

1. Optimizes usability and operational flow and processes
2. Encourages standardization and minimize multiple similar forms
3. Coordinates with information technology (IT) for technology enhancements, interface, and form development

• Facilitates and leads all Special Project Meetings, creates agendas, organizes meetings, promotes the committees/work groups and invites new members, develops committee reports, and summarization of meetings.
• Responsible for reviewing, publishing, and editing the department’s Policies and Procedures, to assure compliance as they come due for review by CMS and the Joint Commission.
• Maintains a clean, safe, and hygienic work environment in compliance with all Policies and Procedures including but not limited to work areas, workstations, examination rooms, hand washing, infection prevention and control etc. for this position.
• Demonstrates an understanding of and proficiency with the application of all compliance and reporting requirements respective to Joint Commission Certification (JCC) standards.

Minimum Education and Experience:

• Associate’s degree in health care or a related field from an accredited college or university.
• Three (3) years’ experience in the Health Information Management (HIM) field.
• Three (3) years’ experience with an electronic health record system (Galen and OnBase).

If applicable, equivalent combination of education and experience may be considered, and must be directly related to the functions and responsibilities of the job.

Required Licenses, Certifications, and Registrations:

• Current certification in Basic Life Support (BLS) for health care providers.
• Level I fingerprint clearance card: current valid and in good standing or have applied for it within seven working days after beginning employment.
• Employees in this position are required to have reliable transportation that can meet any operational reassignments of the organization during the workday. If an employee is driving during work hours, the employee is required to possess a valid driver’s license and must comply with Arizona vehicle insurance requirements.

Preferred Education, Experience, Skills, Abilities:

• Registered Health Information Technician (RHIT) Certification
• Bachelor’s Degree in Health Care or a related field from an accredited college or university.
• Five (5) years’ experience in the Health Information Management (HIM) field.
• Five (5) years’ experience with an electronic health record system (Galen and OnBase).
• Bilingual (English/Spanish) with the ability to speak, read and write in both languages.

Reasonable accommodations may be made to enable individuals with disabilities; known limitations related to pregnancy, childbirth, or related medical conditions; and for sincerely held religious beliefs, observances, and practices to perform the essential functions of the job.

El Rio Health does not discriminate based on race, color, religion, sex (including pregnancy, and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, or other non-merit-based factors. It is our intention that all qualified applicants be given equal opportunity and that selection decisions are based on job-related factors.

El Rio Health requires all employees to have a Level One Fingerprint Clearance card. A.R.S. 36.425.03. If the prospective employee does not possess this prior to hire, fingerprint application must be completed within 7 days post hire. Level One (1) Non-IVP Fingerprint Clearance card must be received within 30 days after applying for the fingerprint card.

All employees are strongly recommended to obtain COVID 19 and maintain vaccination status (i.e., as recommended by CDC and/or other public health agencies) to include an Influenza vaccination. Personnel who decline to receive COVID 19 and/or flu vaccination per most recent CDC recommendations will be recommended to wear a facemask while in an El Rio Health facility, including both clinical and non-clinical areas from November 1 to April 30 (subject to change depending on viral activity). Subject to exemptions and accommodations when required by law.

All employees are required to undergo drug testing prior to employment and will be subject to post-accident, reasonable suspicion, return to duty and follow up drug and alcohol testing in compliance with Federal and State regulations for alcohol and controlled substance testing. Employees in positions holding responsibility for the safety and welfare of others will also be classified as safety sensitive.

El Rio Health is a non-profit 501(c)(3) Federally Qualified Health Center (FQHC) and abides by all applicable federal Drug-Free Workplace standards. El Rio Health is an equal opportunity employer.

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