Health Information Management Clerk

Commonwealth of Massachusetts • Boston, MA

3d • Onsite

About The Position

The Lemuel Shattuck Hospital (LSH), operated by the Massachusetts Department of Public Health (DPH), is seeking a detail-oriented and organized Health Information Management Clerk to support the efficient management of patient health records and departmental operations. In this role, the selected candidate will perform a variety of clerical and chart-processing functions, including data entry, record maintenance, and document processing. The incumbent will collaborate with staff across the department to ensure the smooth and continuous flow of work, maintain accurate and timely records, and support daily operational needs. Additional administrative and clerical responsibilities may be assigned as needed to support departmental objectives.

Requirements

• Knowledge of English language usage, including grammar, spelling, punctuation, vocabulary, and business correspondence, with the ability to prepare and maintain accurate records, forms, and routine written communications.
• Ability to understand, interpret, apply, and explain applicable laws, regulations, policies, procedures, and departmental guidelines governing assigned responsibilities.
• Strong organizational and administrative skills, including knowledge of standard office practices, recordkeeping procedures, filing systems, correspondence control, and the effective use of office equipment, supplies, and technology.
• Ability to accurately compile, organize, and maintain information; work effectively with names, numbers, codes, and other data; and determine appropriate formats and procedures for assembling and overseeing records.
• Ability to follow written and verbal instructions, prioritize and complete assignments within established timeframes, and maintain attention to detail in a fast-paced work environment.
• Ability to establish and maintain positive working relationships, communicate effectively, interact tactfully with staff and the public, and exercise sound judgment and discretion when handling confidential and sensitive information.
• Proficiency in basic computer applications and office technology, including data entry and routine typing of forms, correspondence, labels, and other administrative documents.
• Three years of full-time, or equivalent part-time, experience in office work, or an equivalent combination of the required experience and the substitutions below: A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience. A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience. A diploma for completion of a one year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum or one year of the required experience. A diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for two years of the required experience. Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed.

Nice To Haves

• Understanding of Health Information Management (HIM) Department policies, procedures, and best practices related to the maintenance, security, and management of medical records.
• Knowledge of applicable laws, regulations, and organizational requirements governing the release of protected health information and medical records.
• Familiarity with hospital operations, including professional telephone etiquette and effective communication practices in a healthcare setting.
• Working knowledge of medical terminology, anatomy, and healthcare documentation to support the accurate processing and management of patient health information.

Responsibilities

• Oversee the processing, prioritization, indexing, and filing of Outpatient Department (OPD) medical record documentation in accordance with established procedures, filing standards, and required timeframes.
• Perform record verification and number checks within the Meditech Health Information System (HIS), reconcile duplicate records, correct chart errors with supervisory approval, and ensure the accuracy of newly assigned medical record numbers.
• Coordinate the retrieval, tracking, and maintenance of medical records by researching missing information, requesting archived records, monitoring chart locations through the Meditech HIS chart locator system, logging records distributed to clinics and authorized users, tracking chart movement and usage, ensuring the timely return of records, and completing end-of-shift filing activities.
• Support health information operations by retrieving and forwarding information for requests for information (ROI), providing records for clinics, healthcare staff, visitors, and special studies, assisting with the management and storage of active and inactive records, compiling data for hospital monthly statistics, and utilizing computer systems and related technology to access, maintain, and enter patient record information.
• Provide oversight of assigned staff by performing supervisory responsibilities, including work assignment, scheduling, delegation, performance evaluation, coaching, discipline, productivity monitoring, quality assurance, and ensuring continuity of operations during planned and unplanned staff absences.
• Maintain professional knowledge and competencies through participation in training and educational activities and perform additional duties and special projects as assigned to support departmental and organizational objectives.

Benefits

• Comprehensive Benefits
• outstanding suite of employee benefits that add to the overall value of your compensation package
• work experience that supports you, your loved ones, and your future

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED