Health Information Specialist

Gladstone Psych & Wellness•Baltimore, MD

1d•$50,000 - $54,000•Hybrid

About The Position

The Health Information Specialist (HIS) maintains the accuracy, completeness, accessibility, and compliance of patient records across the practice. The role combines medical records management, clinical documentation auditing, intake and patient outreach, provider credentialing, prior authorization support, and quality and compliance work in a psychiatry and behavioral health setting. The specialist works closely with psychiatric providers, clinical leadership, and administrative teams to support high-quality, compliant, and well-documented patient care. The practice employs two Health Information Specialists who share this job description. Leadership assigns primary ownership of individual functions, which may rotate to provide cross-coverage.

Requirements

Associate's degree (minimum).
Experience in behavioral health, psychiatry, healthcare administration, compliance, or medical records.
Strong attention to detail and ability to manage sensitive clinical information.
Proficiency with electronic health records (EHR) and standard office software.
Strong analytical and organizational skills.
Clear and professional written and verbal communication.
Ability to collaborate effectively with psychiatric providers and clinical teams.
Discretion and sound judgment when handling confidential behavioral health information.
Experience completing prior authorizations for medications.
Strong general computer skills, including Excel with data manipulation, Word, and Google Workspace.

Nice To Haves

Bachelor's degree in Healthcare Administration, Psychology, Health Information Management, or a related field.
Familiarity with behavioral health documentation standards, audits, and prior authorization processes.
Knowledge of HIPAA and behavioral health confidentiality regulations.
Experience with provider credentialing, CAQH, and payer enrollment.

Responsibilities

Process and track incoming and outgoing medical records requests, including legal documentation requests such as subpoenas and other formal requests.
Manage the HIS inbox and respond to patient and staff inquiries related to records and documentation.
Manage the patient forms inbox and complete forms for provider review.
Manage incoming and outgoing faxes.
Notify primary care providers when a referred patient begins services with the practice.
Maintain and organize patient ID documentation and other records in Dropbox, and upload documents to the correct patient chart.
Conduct regular chart audits and provider note compliance checks to verify documentation is complete and meets insurance and regulatory requirements.
Flag missing or incomplete documentation and coordinate with providers and administrative staff to resolve it.
Maintain confidentiality and comply with HIPAA, payer, regulatory, and organizational policies.
Ensure intake paperwork is fully completed before patients are seen and follow up with patients when it is not.
Connect with patients who need to complete new or updated intake and clinical paperwork, including patients turning 18 who must complete and sign their own documentation.
Send next-day texts to patients who no-show and assist with rescheduling.
Contact patients who have missed three consecutive appointments and conduct three-month outreach to patients not seen in the past three months to support scheduling and re-engagement.
Prepare and send discharge letters, including annual discharge letters to inactive patients, in accordance with behavioral health policies and continuity-of-care requirements.
Manage provider credentialing and termination processes with insurers.
Manage provider CAQH profiles, updating and attesting as required, and attest the organization and its providers with insurers every 90 days.
Liaise with the practice's malpractice vendor to add new providers to coverage and remove providers leaving the practice.
Maintain LabCorp, Quest, GeneSight, and CRISP accounts.
Support the Prior Authorizations team and process medication prior authorizations as needed.
Assist in developing and maintaining audit tools, compliance workflows, and documentation.
Support quality improvement initiatives related to patient access, retention, and documentation compliance.
Maintain task data for monthly Quality Team dashboard updates.
Perform additional duties as assigned.