HIM Specialist

Tennessee Oncology • Nashville, TN

9h

About The Position

The Health Information Management (HIM) Specialist supports high-quality patient care and operational excellence by ensuring the accurate, timely, and secure handling of patient health records. The role contributes to provider readiness, regulatory compliance, and patient safety. The HIM Specialist manages and organizes medical records, prepares charts for appointments, processes record requests, monitors fax activity, and supports patients and staff with health information needs. The position follows established HIM policies and applicable privacy and regulatory requirements across clinic locations, and participates in quality improvement, training, and other departmental work.

Requirements

• High school diploma or equivalent (GED).
• Strong computer proficiency, including experience with electronic health record (EHR) systems and Microsoft Office Suite.
• Excellent verbal and written communication skills.
• Demonstrated ability to deliver exceptional customer service.
• Strong organizational skills and keen attention to detail.
• Ability to work productively and effectively in a fast-paced environment.
• Ability to travel to satellite clinics on rare occasions.
• Ability to lift 25 pounds.

Nice To Haves

• Two years of professional office experience.
• Experience in medical records or a healthcare setting.

Responsibilities

• Maintain and manage patient medical records in compliance with state, federal, and organizational standards.
• Scan, import, and organize patient documents accurately in the electronic health record (EHR).
• Collect, prepare, and process paper documents for secure scanning and indexing.
• Prepare charts and gather essential records before patient appointments to support provider readiness.
• Review daily reports to confirm records are complete and accurate, identify missing documentation or follow-ups, and correct and resend failed outbound faxes as needed.
• Process authorized requests for health records in accordance with HIPAA, state laws, and organizational policies.
• Maintain patient confidentiality and privacy.
• Monitor and route incoming and outgoing faxes, ensuring timely delivery and appropriate follow-up on transmission issues.
• Assist patients with accessing health records through the Patient Engagement Portal.
• Retrieve, scan, index, and file health information for clinical and administrative staff.
• Collaborate with other HIM Specialists to promote consistency, standardization, and timely information flow.
• Respond promptly to internal and external requests or inquiries using preferred communication methods.
• Provide exceptional customer service to providers, staff, patients, and external partners.
• Serve as a knowledgeable and approachable resource on health records and HIM processes.
• Follow established HIM policies and procedures to support consistency and regulatory compliance across clinic locations.
• Participate in departmental quality improvement initiatives and training activities.
• Contribute to additional HIM projects or tasks as assigned by leadership.

What This Job Offers

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