HIM Specialist

Tennessee Oncology•Columbia, TN

21h•Onsite

About The Position

Tennessee Oncology, established in 1976, is one of the nation’s largest community-based cancer care specialists, committed to providing access to high-quality cancer care and clinical research expertise to all patients within their community. The organization focuses on advancing the science of detection and targeted treatments and making these available to every patient. As a Health Information Management (HIM) Specialist, this role is critical in supporting high-quality patient care and operational excellence by ensuring the accurate, timely, and secure handling of patient health records. This directly contributes to provider readiness, regulatory compliance, and patient safety.

Requirements

A high school diploma or equivalent (GED) is required.
Strong computer proficiency, including use of 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.

Nice To Haves

Two years of professional office experience preferred.
Experience in medical records or a healthcare setting is strongly preferred.

Responsibilities

Maintain and manage patient medical records in compliance with state, federal, and organizational standards.
Accurately scan, import, and organize patient documents within 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 health records are complete and accurate.
Review daily reports to identify missing documentation or needed follow-ups from external facilities.
Review daily reports to correct and resend failed outbound faxes as needed.
Process requests for health records from authorized parties following HIPAA, state laws, and organizational policies.
Ensure patient confidentiality and privacy are always maintained.
Monitor and route incoming and outgoing faxes, ensuring timely delivery and appropriate follow-up on transmission issues.
Assist patients with accessing their health records through the Patient Engagement Portal.
Support clinical and administrative staff by promptly retrieving, scanning, indexing, and filing necessary health information.
Collaborate with other HIM Specialists across the organization to ensure consistency, standardization, and timely information flow.
Respond promptly to internal and external requests or inquiries using preferred communication methods.
Provide exceptional customer service in all interactions with providers, staff, patients, and external partners.
Serve as a knowledgeable and approachable resource for questions regarding health records and HIM processes.
Follow established HIM policies and procedures to ensure consistency and regulatory compliance across all clinic locations.
Participate in departmental quality improvement initiatives and training activities.
Contribute to additional HIM projects or tasks as assigned by leadership.