HEALTH INFORMATION MANAGEMENT (HIM) CLERK

Title of Job: Health Information Management (HIM) Clerk
Status/FLSA Status: FT/Exempt
Reports to: HIM Supervisor
Location: Mason District Hospital, Havana, IL
Date: March 2025

Primary Function:
The HIM Clerk ensures the integrity and confidentiality of medical records by performing a variety of clerical and scanning duties. This role supports physicians, providers, and hospital staff in accessing patient records and responds to information requests from courts, insurance providers, legal entities, and others by hospital policies and procedures.

Responsibilities:

• Process requests for medical records (neonates, pediatric, adolescent, adult, and geriatric), ensuring proper consent is obtained and following established procedures for information release.
• Manage the preparation and filing of death charts appropriately.
• Prepare and complete the quarterly Medical Record Review and Chart Completion Analysis reports.
• Notify the outside coding agency when observation, inpatient, swing bed, and surgical accounts are ready for coding, covering various patient demographics (neonates, pediatric, adolescent, adult, and geriatric).
• Distribute attestation sheets for billing when accounts are coded.
• Review medical records for completeness and ensure they comply with medical staff bylaws, third-party payer requirements, and hospital regulations.
• Follow up on incomplete or delinquent records to ensure timely completion and compliance.
• Scan paper-based medical records and reports into the TruBridge and EClinical Works systems, adhering to established protocols.
• Assemble outpatient surgical charts and inpatient records, ensuring correct order and addressing deficiencies.
• Participate in in-service training and educational sessions to continuously improve knowledge and skills.
• Ensure the strict confidentiality of all patients, physicians, providers, and employee information in compliance with privacy regulations and organizational policies.
• Performs other related duties as assigned to meet the needs of the organization.

Qualifications:

• High School diploma required, with some college preferred.
• Knowledge of general office procedures.
• One year of experience in a Health Information Management (HIM) department preferred.
• Strong clerical skills, including typing and familiarity with hospital computer systems and electronic medical record (EMR) preferred.
• Proficient in using office equipment such as scanners, copiers, and fax machines.
• Excellent communication skills to effectively interact with staff and external parties.
• Ability to maintain confidentiality and adhere to hospital policies and procedures.
• Reliable attendance and time management skills.

Physical Demands/Work Environment:

The physical demands and work environment described here are representative of those that an employee must meet to perform the essential functions of this job successfully.

The physical demands of this position include the ability to regularly sit, use hands and fingers, speak, and hear. This position requires limited standing, walking, reaching, and stooping/kneeling. Vision requirements for this position include close vision, including the ability to view text from a computer monitor.

The work environment for this position features a typical office setting with moderate temperatures and minimal noise, as well as limited physical risk.