Health Information Specialist - Onsite

Seven Counties Services • Louisville, KY

1d • Onsite

About The Position

The Health Information Specialist is responsible for maintaining the health record, including understanding the electronic health record system and its documentation requirements. This role ensures access to complete client health records within a hybrid system, protects the security and privacy of electronic and paper records according to federal regulations (HIPAA, Joint Commission), and compiles records for accurate client care. The specialist also handles the release of information, safeguarding client privacy by verifying requestors and release requirements, retrieving PHI in both electronic and paper formats, and reproducing requested information within established timeframes. They interpret and respond to requests from various entities, generate necessary documentation like cover letters and invoices, and conduct quantitative analysis of legal health records for completeness, accuracy, and compliance. This includes maintaining tracking systems, generating reports, and notifying providers and supervisors of documentation deficiencies. Additionally, the role involves scanning health records, identifying documentation for scanning, preparing it, performing quality checks, and correcting scanning errors. The position requires adherence to principle-centered leadership, customer service, continuous quality improvement, and safety management standards.

Requirements

• Completion of up to 18 months’ business school, beyond high school.
• Three-to-four years’ experience working in an office setting and performing various clerical or administrative tasks.
• Strong organizational and interpersonal skills.
• Strong oral and written communication skills.
• Attention to detail.
• Ability to multitask.
• Working knowledge of Microsoft Office Suite.
• Ability to lift up to 10 pounds, with occasional lifting of medical records.
• Ability to occasionally stoop or bend.
• Occasional exposure to office chemicals.
• Continual use of a video display terminal.
• Adherence to principle-centered leadership, customer service responsiveness, and continuous quality improvement orientation.
• Working knowledge of and adherence to all policies and procedures related to safety management and other Joint Commission standards.

Nice To Haves

• Experience working with electronic health records preferred.

Responsibilities

• Maintain the electronic and paper health record system, ensuring documentation meets licensure and accreditation standards.
• Ensure access to complete client health records within the hybrid system by accurately managing record location, retention, and transfer.
• Protect the security and privacy of electronic and paper medical records in accordance with Federal, HIPAA, Joint Commission regulations, and SCS procedure.
• Compile and maintain paper and electronic health records to ensure accurate documentation for timely client care.
• Maintain paper records according to filing and archiving procedures.
• Safeguard client privacy during the release of information process by verifying requestor type and release requirements per federal HIPAA and ROI guidelines.
• Fulfill all requests for release of information by locating and retrieving corresponding client PHI in both electronic and paper formats.
• Reproduce requested health information within established timeframes using various technologies (photocopiers, scanners, facsimiles).
• Interpret and respond to requests for health information by answering questions and addressing requests from clients, staff, law firms, insurance companies, and government agencies via e-mail, phone, facsimile, and face-to-face communication.
• Generate cover letters, pre-payment notices, and invoices to requestors as necessary.
• Conduct quantitative analysis on the content of legal health records for completeness, accuracy, and compliance with regulations, standards, and SCS procedure.
• Maintain PC tracking systems and generate electronic reports to monitor the completeness of the legal health record.
• Notify providers and clinical supervisors of documentation deficiencies.
• Notify the Office Manager of identified event changes as necessary.
• Accurately identify documentation for scanning into the electronic record.
• Prepare documentation prior to scanning into the client record.
• Perform accuracy and quality checks on scanned items before submitting them to the electronic health record.
• Monitor for scanning errors and follow the correction process.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree