Health Information Specialist - Child and Family Division

Seven Counties Services•Louisville, KY

20h•Onsite

About The Position

The Health Information Specialist for the Child and Family Division is responsible for the comprehensive maintenance of health records, ensuring their accuracy, completeness, and confidentiality in both electronic and paper formats. This role involves understanding electronic health record systems and documentation requirements based on licensure and accreditation standards. Key duties include managing record location, retention, and transfer within a hybrid record system, and protecting client privacy in accordance with Federal, HIPAA, Joint Commission regulations, and SCS procedures. The specialist also handles all requests for release of information, retrieving and reproducing client Protected Health Information (PHI) using various technologies, and responding to inquiries from clients, staff, legal firms, insurance companies, and government agencies. Additionally, the position involves conducting quantitative analysis of legal health records for compliance, maintaining tracking systems, generating electronic reports, and notifying relevant personnel of documentation deficiencies or event changes. Accurate identification, preparation, scanning, and quality checking of documentation for the electronic health record are also critical functions. Seven Counties is a leading provider of mental and behavioral health services in the Louisville Metro area, employing over 1,400 staff across 25+ locations to serve 31,000 people annually.

Requirements

Completion of up to 18 months’ business school, beyond high school.
Three plus years of experience working in an an office setting and performing various clerical or administrative tasks.
Strong organizational and interpersonal skills.
Oral and written communication skills.
Attention to detail.
Ability to multitask.
Working knowledge of Microsoft Office Suite.
COVID and Influenza vaccinations are required for all employees.

Nice To Haves

Experience working with electronic health records preferred.

Responsibilities

Understands the electronic health record system and the documentation requirements for a legal health record based on licensure and accreditation standards.
Ensures access to the client’s complete health record within the current hybrid record system by accurately completing record location, retention and transfer.
Protects the security/privacy of the EMR and paper medical records to ensure that confidentiality is maintained by following Federal, HIPAA, Joint Commission regulations, and SCS procedure.
Compiles and maintains existing paper and electronic health record to ensure accurate documentation for timely client care.
Maintains paper records per filing and archiving procedures.
Safeguards and protects the client privacy by verifying the requestor type and release requirements in accordance with federal HIPAA and ROI guidelines.
Fulfills all requests for release of information by locating and retrieving the corresponding client PHI, in both electronic and paper format.
Reproduces the requested health information within established timeframes, using a variety of technologies, including photocopies, scanners and facsimiles.
Interprets and responds to requests for health information by answering questions and request of clients, staff, law firms, insurance companies, and government agencies through e-mail, phone calls, facsimile and face to face communication.
Generates cover letters, pre-payment notices and invoices to the requestor, as necessary.
Conducts quantitative analysis on content of legal health record for required documentation for completeness, accuracy, and compliance with regulation, standards and SCS procedure.
Maintains PC tracking systems and generates electronic reports to monitor completeness of the legal health record.
Notifies providers and clinical supervisors of documentation deficiencies.
Notifies Office Manager of identified event changes as necessary.
Accurately identifies documentation for scanning into the electronic record.
Prepares documentation prior to scanning into the client record.
Performs accuracy and quality checks on scanned items prior to submitting to the electronic health record.
Monitors for scanning errors and follows correction process.