(Health Information Manager -HIM) Technician

Health Information Management (HIM) Technician Job Description

Reports to: Health Information Manager

Department: Records Management / #26

Pay Grade / Job Code: Admin / D

Classification / FLSA: Full-Time / Non-Exempt

Approved by:

Summary:

A team environment assisting staff and clients with administrative tasks and confidentiality and compliance processes.This role will be Tuesday - Saturday and in person. This role ensures clients, partners, and staff receive copies of records in a timely manner while adhering to strict confidentiality regulations. Assist in maintaining a comprehensive electronic health record that allows for quick access of essential client data for all users and requestors; to include set up of new files, customer service, training on documentation requests and other Health Information Management (HIM) functions, and providing coverage as needed for basic job duties of department co-workers.

Essential Job Responsibilities:

• Assist clients, agencies, and coworkers as needed with file requests in person, over the phone, or via email.
• Review record requests and if appropriate, release records and information to clients/other agencies/CRMHS staff/etc. following HIPAA and 42 CFR Part 2 regulations and timelines.
• Assist in preparing for audits, including reviewing record for compliance with county, state, and federal regulations
• Create invoices for billing record requests, as needed
• Track all incoming and outgoing record requests
• Use various programs, including CareLogic and Methasoft, to perform tasks
• Perform purging of files, as needed, to meet CRMHS policy and procedure
• Use various HIPAA and 42 CFR Part 2 compliant request tools, such as Foxit E-Sign and NeoCertified email
• Monitor and appropriately deliver incoming and outgoing faxes
• Train CRMHS staff and partners on HIM procedures, including E-Sign programs, NeoCertified, and Release of Information
• Monitor and appropriately respond to emails received by the HIM Department
• Answer phone calls from staff, clients, and other external entities
• Provide orientation and training to new staff about HIPAA, 42 CFR Part 2, Release of Information consent forms, and record release requirements
• Ensure that all departmental mail is retrieved twice daily and appropriately distributed.
• Receive and review court documents for validity; tracking when updated documents are needed
• Prepare client’s charts for the clinician and client review, as needed. After reviews are complete, enter data from the consult form into EHR
• Accurately file documents in clients’ charts daily to meet department needs
• Provide coverage for the HIM Department’s customer service window and pulling client charts for clinicians when requested
• Run routine reports, develop tracking measures, and follow-up for department to ensure compliance with contracts, state and federal regulations and requirements
• Perform EHR compliance reviews and investigations, create compliance reports

Non-essential Job Functions:

• Assist Health Information Manager in other duties as assigned.
• Provide training to staff on all of the above job functions, as needed.
• Assist with annual chart destruction and any agency audits.
• Adhere to all departmental and agency policies.

Education, Licensing and Experience:

• High School diploma required; Associate degree in healthcare, business administration, public administration or social work preferred
• Prefer 1-2 years working with medical record documentation or in the HIM field.
• High levels of interpersonal skills, comfortable with various forms of communication.

HIPAA accredited training preferred.