What are the responsibilities and job description for the Health Operations Specialist position at Damien Center?
Health Operations Specialist
Business & Health Operations
Damien Center Values
Dignity-Collaboration-Accountability-Equity-Quality-Innovation
Founded in 1987, Damien Center is Indiana’s oldest and largest AIDS service organization (ASO) and serves more than 8,000 individuals living with or at risk for HIV through a comprehensive, innovative approach to care and prevention. Our purpose is to be a trusted partner in providing services, education and advocacy for all people living with or at risk for HIV and any person seeking a safe and welcoming home for care. Our services include care coordination, clinical and pharmacy services, mental health, housing, and nutrition.
Position Summary:
The Health Operations Specialist plays a crucial role in managing and maintaining health information at Damien Center. This position involves utilizing electronic health records and other computerized systems to accurately enter, update, and retrieve sensitive health data. Ensuring the integrity of health information, the specialist verifies that patient data is correct, accessible, and secure.
Additionally, the Health Operations Specialist provides administrative support by assisting with inventory control and ensuring that each supported service line—medical, behavioral health, and dental—has adequate materials and supplies for daily operations.
Duties and Responsibilities:
This job description describes the general nature and level of work performed by employees assigned to this position. It should not be construed as an exhaustive list of all required duties, responsibilities, and skills.
Health Information Management
- Process and follow up on requested medical records and external record requests.
- Manage and organize incoming documents from the fax server, ensuring timely processing and accurate distribution.
- Upload digital documents to patient charts.
- Process medical record amendment requests and ensure compliance with regulatory standards.
- Collaborate with healthcare providers to obtain and verify medical records.
- Communicate with patients, medical professionals, and insurance companies regarding health information management.
- Maintain confidentiality, security, and accessibility of medical records in compliance with HIPAA regulations.
- Respond to requests for health information and documentation.
Inventory & Procurement Management
- Coordinate ordering, receiving, and invoicing for all healthcare equipment, materials, and supplies.
- Train end users on the inventory management system and best practices.
- Work directly with managers in medical, behavioral health, and dental service lines to ensure inventory needs are met.
- Manage inventory, set par levels, and document deliveries and disposal.
- Work with vendors to address delays, discontinued items, and back orders, updating purchase orders accordingly.
- Conduct monthly audits and cycle counts to assess usage and waste.
- Record and manage expired inventory, including returning expired stock to vendors.
- Maintain approved materials and supplies list.
- Add, update, and track inventory waste in the Practice Management System.
- Maintain compliance with all laws, regulations, and guidelines related to health information and inventory management.
- Perform special assignments and projects as needed.
Education and/or Experience
- Experience using Electronic Health Record (EHR) systems with a preference for medical record experience/Health Information Management
- Electronic Health Records Management Certification (EHRM) required within six (6) months of start date
- Ability to work independently and efficiently
- Ability to maintain confidential and sensitive information
- Proficient in Microsoft Office Suite
- Ability to keep detailed and accurate records.
- Ability to work with staff over the phone and/or through online tools
- Ability to organize various demands both scheduled and unscheduled, and communicate to parties involved in a dynamic environment
- Highly organized, with an ability to keep records and assess incoming data
- Detail-oriented, paying special attention to each patient’s specific needs
- Excellent communication skills when conversing with medical teams, insurance providers, and patients
- Problem-solving mentality, with an ability to think quickly and shift gears in a rapidly evolving healthcare environment
- Healthcare industry knowledgeable, with an understanding of terms, roles, and functions
- Work or lived experience may substitute for education requirements on a case-by-case basis.
Knowledge, Skills, and Abilities:
Possess superior organizational and administrative skills. Excellent interpersonal and communication abilities. Excellent computer skills in a Microsoft Windows environment. Ability to work independently and achieve high standards of productivity, achieving deadlines and with superior product results. Strong calendaring, organizational, and document management skills required. Proactive approach to solving problems and communicating to leadership. Knowledge of office management systems, procedures, and office equipment required. Excellent time management skills and ability to prioritize work.
Qualifications
To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The requirements listed are representative of the basic knowledge, skills, and/or abilities required. Reasonable accommodations may be made for individuals with disabilities to perform the essential functions. The individual in this role must display the highest level of integrity and confidentiality. The individual should have effective communication skills, attention to detail and organization, and flexibility and adaptability. The individual will also maintain knowledge of trends in their area of responsibility.
Physical Demands:
The physical demands described here are general representations of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made for individuals with disabilities to perform the essential functions.
- While performing the duties of this job, the employee is regularly required to sit, reach with hands and arms, talk, and hear. The employee frequently is required to use hands to touch and handle objects. The employee frequently stands or walks.
- The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made for individuals with disabilities to perform the essential functions. Remote work is on a case-by-case basis and must be approved by the supervisor.
- Office setting, with sustained use of a computer.
- The noise level in the work environment is minimal to moderate.
- Individuals should maintain personal and professional competency and work to create an environment of courtesy, respect, inclusion, and positivity in all interactions both internal and external to the organization.
- FLSA Status: Hourly, Full-time, Non-Exempt
- Leader: Health Information Systems Manager
- Salary: $23.08-$24.36 per hour
- Benefits:
- 150 hours of PTO in the first year followed by 195 hours per year moving forward.
- 12 paid holidays
- Medical coverage options include a PPO plan or a HDHP.
- Dental & Vision plans
- Health Saving Account or Flexible Spending Account
- Dependent Care Flexible Spending Account
- Employee Assistance Program
- 403b Retirement Account with 5% matching and 100% vesting after 90 days
- Life Insurance @ 2 times the annual salary
- Voluntary Life Insurance Plan including spouse and child coverage options
- Short- & Long-Term Disability Plans
- Premium Subscription to the CALM APP which assists with anxiety, stress & other mental health challenges
- Professional Development Opportunities
- Tuition Assistance
- Annual performance review that includes an annual performance-based salary increase
Protecting our team members, clients, volunteers, and community partners is an integral part of how we ensure our continued work with the clients we serve. As a condition of employment, Damien Center requires team members to be vaccinated against influenza and receive a tuberculosis skin test (or chest x-ray) annually, and to be vaccinated against COVID-19 (including all boosters), barring an approved religious or medical exemption.
Damien Center is an Equal Opportunity Employer
Damien Center provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, family status, ethnicity, national origin, age, disability, marital status, amnesty, status as a covered veteran, other legally protected status, or genetic (including family medical history) information.
Damien Center complies with applicable federal laws and with all state and local laws governing non-discrimination in employment in every location in which Damien Center has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
Please apply at www.damien.org/job-opportunities
This position description does not constitute a contract of employment or guarantee of any terms or conditions of employment. Damien Center employees are employed on an at-will basis. Nothing in this position description restricts Damien Center’s right to assign or reassign duties and responsibilities to this position at any time.
Benefits
401k, Dental Insurance, Life Insurance, Medical Insurance, Vision
Powered by ExactHire:8e9rp1zn9dg25lmdv27q
Salary : $23 - $24
