HIM SPECIALIST

Forrest General Hospital • Hattiesburg, MS

5d

About The Position

The HIM Specialist is responsible for the timely and accurate physical retrieval, preparation, scanning, and indexing of medical record documentation into the Electronic Medical Record (EMR) system. The role ensures the integrity of patient identification data and accurate document placement for digital storage and clinical retrieval. It reports directly to the HIM Operations Manager.

The specialist collects discharged patient paper charts and loose medical documentation from clinical floors and departments, prepares documents for scanning, converts them into digital images, and reviews and indexes the images to the correct patient account, encounter, and document type. The role maintains the security and confidentiality of patient information, troubleshoots and routinely cleans scanning equipment, and reports mechanical or software issues. The position also requires professional interaction with leadership, healthcare providers, clinical staff, and patients, along with other duties as assigned.

Requirements

• High school diploma or equivalent required.
• Working knowledge of HIM Department operations and HIPAA guidelines.
• Communication, telephone, personal computer, copy machine, and fax machine skills required.
• Ability to maintain a professional demeanor in a high-stress environment.
• Ability to perform routine, repetitive tasks continuously, follow directions precisely, pay attention to detail, coordinate multiple tasks, and manage workflow effectively.
• Ability to foster and maintain good working relationships with internal and external customers, including supervisors, managers, associates, and other departments.
• Accept responsibility for maintaining the confidentiality and integrity of the Legal Medical Record.
• Demonstrate a strict commitment to the organization’s WE CARE mission and vision.

Nice To Haves

• Associate degree in an HIM-related field preferred.
• Experience in a medical office, hospital setting, or high-volume digital imaging or archiving role preferred.
• Basic familiarity with electronic medical records or document imaging software preferred.
• Proficiency in Microsoft Office products, particularly Excel and Word, preferred.
• Knowledge of health information systems preferred.
• Knowledge of electronic medical record systems and the content of the electronic medical record preferred.
• RHIA or RHIT certification preferred, to be obtained within one year of employment.

Responsibilities

• Conduct scheduled rounds across clinical floors and departments to collect discharged patient paper charts and loose medical documentation.
• Prepare physical medical record documents for scanning by removing staples, securing torn pages, and arranging sheets in chronological or standardized order.
• Use production-grade document scanners to convert physical medical records into high-quality digital images within the EMR system.
• Review scanned images for clarity and manually index pages to the correct patient account number, encounter, and document type.
• Follow HIPAA, state, and regulatory guidelines to protect patient data during physical transport and digital indexing.
• Interact professionally with leadership, healthcare providers, clinical staff, and patients.
• Perform basic troubleshooting and routine cleaning of scanning equipment, and promptly report mechanical or software issues to leadership.
• Manage multiple repetitive tasks accurately, adapt to changing workflows, scanning technologies, and priorities, and independently manage daily volume targets and turnaround times.
• Perform other duties as assigned.

What This Job Offers

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