HIM Specialist (Float)

Tennessee Oncology•Nashville, TN

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 helps ensure provider readiness, regulatory compliance, and patient safety across clinic locations. The specialist maintains and organizes records in the electronic health record system, prepares charts and documents, processes authorized records requests, and monitors fax traffic. The role also assists patients and staff with health information needs, provides customer service, follows established HIM policies, and participates in quality improvement and training activities.

Requirements

High school diploma or equivalent (GED).
Strong computer proficiency, including experience using 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 attention to detail.
Ability to work productively and effectively in a fast-paced environment.
Able to lift 25 pounds.

Nice To Haves

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

Responsibilities

Maintain and manage patient medical records in compliance with state, federal, and organizational standards.
Scan, import, and organize patient documents in the electronic health record (EHR).
Collect, prepare, and process paper documents for secure scanning and indexing.
Prepare charts and gather records before patient appointments to support provider readiness.
Review daily reports to confirm records are complete and accurate, identify missing documentation or follow-up needs, 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 follow-up on transmission issues.
Assist patients with accessing 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 through preferred communication methods.
Provide customer service to providers, staff, patients, and external partners; serve as a resource for questions about health records and HIM processes.
Follow HIM policies and procedures across clinic locations.
Participate in departmental quality improvement initiatives and training activities.
Complete additional HIM projects or tasks as assigned by leadership.