HIM Specialist

OneOncology•Nashville, TN

About The Position

The Health Information Management (HIM) Specialist supports high-quality patient care and operational excellence by ensuring the accurate, timely, and secure handling of patient health records. The role helps maintain provider readiness, regulatory compliance, and patient safety. It manages medical records in accordance with applicable standards and organizational policies, supports clinical and administrative staff, and provides customer service to providers, staff, patients, and external partners. The position may require rare travel to satellite clinics and the ability to lift 25 pounds.

Requirements

High school diploma or equivalent (GED).
Strong computer proficiency, including experience with 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.
Ability to travel to satellite clinics when necessary (rare occasion).
Ability 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 accurately 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 from external facilities, and correct and resend failed outbound faxes as needed.
Process authorized health-record requests 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.
Promptly retrieve, scan, index, and file health information for clinical and administrative staff.
Collaborate with other HIM Specialists to support consistency, standardization, and timely information flow.
Respond promptly to internal and external requests or inquiries using preferred communication methods.
Provide customer service to providers, staff, patients, and external partners, and serve as a resource for questions about health records and HIM processes.
Follow HIM policies and procedures to support 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.