HIM Specialist

Chapters Health System•Falls Church, VA

1d•$19 - $28•Onsite

About The Position

The HIM Specialist prepares and maintains each patient’s medical record, including tracking, assembling, and scanning required documents within established timeframes. The role supports accurate and timely records for patient care, billing, audits, and regulatory compliance, and works with clinical staff, patient accounts, physicians, and volunteers. The Specialist helps establish records by assembling and tracking admission paperwork and auditing it for completeness and timeliness. This includes consents, elections of benefits, certifications of illness, letters of medical necessity, and other required documentation. The role tracks physician signatures on admission orders, plans of care, and other orders; records signature dates in the electronic medical record; and ensures signed copies are scanned into the system. It also supports the timely audit and finalization of records for discharged and deceased patients, with records audited within three weeks and completed within 30 days. Other duties include alphabetizing, collating, and scanning submitted paperwork; keeping records orderly and secure in accordance with HIPAA privacy and security rules; responding to information requests under applicable policies and procedures; participating in quality improvement, assurance, compliance, audit, and survey activities; and assisting with medical record audits for billing accuracy and timeliness. The Specialist assists clinical staff with record reviews and requests, sends requests for records from respite, nursing home, and contract-bed stays, sends financial paperwork to Patient Accounts as requested, and assists with preparing paperwork for team meetings and Hospice Medical Directors. The position supervises applicable HIM office volunteers. This position works in an office environment and uses computers, printers, copy/fax machines, telephones, electronic medical record systems, and Microsoft Office, particularly Excel. The role requires the ability to work independently and collaboratively, manage multiple tasks and deadlines, communicate effectively, maintain confidentiality, and work with people experiencing stress and with death and dying. Compensation is $18.65–$27.77. The position requires consent to drug and/or alcohol testing after a conditional offer and ongoing compliance with the Drug-Free Workplace Policy. Employees performing services for Florida affiliates are subject to background-screening eligibility verification after a conditional offer and ongoing eligibility checks.

Requirements

At least 2 years of general office experience in a healthcare facility.
At least a high school diploma.
Strong oral and written communication skills in English.
Ability to organize and manage projects within defined timeframes and budgets.
Ability to work independently and as part of a team.
Excellent interpersonal and collaborative skills.
Organizational skills, including the ability to delegate and follow up.
Ability to manage multiple tasks and stressful situations with a positive attitude.
Strong work ethic and attention to detail.
Basic knowledge of medical terminology.
Ability to work with electronic medical record systems and Microsoft Office programs, specifically Excel.
Basic computer skills.
Ability to work with death and dying, handle confidential information professionally, and work in a fast-paced environment under pressure and deadlines.
Ability to perform essential functions with or without reasonable accommodation, including sitting, talking, hearing, standing, walking, handling objects, reaching, and pushing, pulling, lifting, or carrying up to 35 pounds.
Ability to apply common-sense understanding to written or oral instructions and handle problems involving several concrete variables in standardized situations.
Consent to drug and/or alcohol testing after a conditional offer of employment and ongoing compliance with the Drug-Free Workplace Policy.
For employees performing services for Florida affiliates, eligibility for background screening through the Florida Care Provider Background Screening Clearinghouse after a conditional offer and ongoing eligibility verification.

Nice To Haves

Medical record experience is preferred.
College courses or a degree are preferred.

Responsibilities

Assemble and track admission paperwork to establish patient medical records, and audit admission documents for timely completion and required signatures.
Track and process physician signatures on admission orders, plans of care, and other orders; enter signature dates in the electronic medical record and ensure signed copies are scanned.
Audit records for discharged and deceased patients, notify staff of deficiencies, and support finalization within required timeframes.
Alphabetize, collate, and scan submitted paperwork into medical records in a timely manner.
Keep medical records orderly and secure in accordance with HIPAA privacy and security requirements.
Complete requests for information in accordance with policies, procedures, and HIPAA regulations.
Participate in quality improvement, assurance, compliance, audit, survey, and project activities as needed.
Assist with medical record audits to support billing accuracy and timeliness.
Assist clinical staff with medical record reviews and requests.
Send requests for copies of records for patients who were in respite, nursing homes, or contract beds.
Send financial paperwork to Patient Accounts as requested.
Assist the HIM Supervisor with preparing paperwork for team meetings and Hospice Medical Directors as needed.
Supervise applicable volunteers in the HIM office.