HIM Specialist

Tennessee Oncology•Louisville, TN

17h

About The Position

The Health Information Management (HIM) Specialist supports high-quality patient care and operational excellence by ensuring patient health records are handled accurately, promptly, and securely. The role contributes to provider readiness, regulatory compliance, and patient safety. The Specialist maintains and organizes medical records, prepares charts for appointments, processes record requests, monitors fax communications, and supports patients and staff with access to health information. The position follows established HIM policies and procedures across clinic locations and participates in quality improvement initiatives, training, and other assigned projects.

Requirements

High school diploma or equivalent (GED).
Strong computer proficiency, including use of 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 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 following up on transmission issues.
Assist patients with accessing their health records through the Patient Engagement Portal.
Retrieve, scan, index, and file health information to support 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 for questions about health records and HIM processes.
Follow established HIM policies and procedures to ensure 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.