Health Information Management Clerk

POSITION TITLE : Health Information Management Clerk

PROGRAM : Health Information Management

GENERAL STATEMENT OF RESPONSIBILITIES :

The HIM Clerk will support the day-to-day operations and activities related to hard copy and electronic records under the supervision of the HIM Manager.

This includes but is not limited to opening, retrieving, purging and releasing information from hard copy and electronic health record (EHR) and releasing information.

Candidates must have at least 1 year of experience handling release of information within a community health setting, a solid understanding of HIPAA regulations, attention to detail, and strong customer service.

SUPERVISION : Supervised by : Health Information Management Manager

EXAMPLES OF RESPONSIBILITIES :

• Securely deliver protected health information (PHI) to court houses in CT
• Process daily reports and incoming requests for PHI from federal, state and / or local government bodies as directed by supervisor.
• Sort, organize and prepare incoming documents for scanning and indexing into client’s EHR.
• Confirm release of information (ROI) is valid.
• Archive existing hard copy inactive records.
• Pick-up and delivery of hard copy documents and records as directed between organization site and to other locations as directed
• Properly prepare hard copy records documents for release of information in response to individual and court ordered requests
• Analyze hard copy and / or electronic record for deficiencies using the appropriate methodology as instructed.
• Retrieve records from archival (closed record) storage as needed and deliver as necessary.
• Prepare closed records for annual purging per policy and direction of the HIM Manager.
• Immediately notify the HIM Manager upon receipt of subpoenas or court orders and respond as directed.
• Transport hard copy records between Wellmore sites or to other locations as directed by the HIM Manager.
• Other duties as assigned by supervisor or senior management.

QUALIFICATIONS

Employee must :

• Must have a working vehicle.
• Ability to maintain the utmost confidentiality of both agency and client information.
• Ability to learn and use electronic heath record systems and other electronic systems necessary for job function.
• Strong knowledge of HIPAA (Health Insurance Portability and Accountability Act) laws
• Strong time management skills.
• Capacity to quickly learn new electronic programs.
• Excellent verbal and written communication skills in English
• Strong organizational skills and attention to detail.
• Ability to work within a team and collaborate with other departments.
• Ability to take direction and carry out tasks accurately and independently.

EDUCATION & EXPERIENCE :

High School diploma with a minimum of 1-2 years experience in health information and customer service.

Knowledge of behavioral health terminology.

Knowledge of MS Word, Excel and Outlook.

Ability to learn and utilize records management software and other computerized systems utilized within the Agency.

Knowledge of federal HIPAA laws, their application and interpretation.

Must have excellent customer service skills.

LICENSURE / CERTIFICATION / REGISTRATION :

Valid driver’s license with good driving record.

Must be able and willing to travel between Wellmore sites and to other locations as necessary and as directed by supervisor.

CONTINUED COMPETENCY :

Must maintain a satisfactory performance evaluation.

LANGUAGE SKILLS :

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write clear, accurate and logical routine reports and correspondence.

MATHEMATICAL SKILLS :

• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.
• Ability to compute rate, ratio and percent and to draw and interpret bar graphs.

REASONING ABILITY :

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret and follow a variety of instructions furnished in written, oral diagram or schedule form.
• Ability to take direction and carry out tasks independently.

PHYSICAL DEMANDS :

The physical demands described are representative of those required by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
• The employee frequently is required to stand, walk, and sit.
• Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus.
• Must be able to bend to retrieve files or place files on shelving; must be able to lift approximately 25-40 pounds.
• Must be able to safely climb an indoor ladder to retrieve records.

WORK ENVIRONMENT :

The work environment characteristics described are representative of those an employee encounters while performing the essential function of this job.

Reasonable accommodation may be made to enable individuals with disabilities to perform essential duties.