Health Information & Electronic Records Specialist (HIERS-EXT)

Birmingham-Obstetrics-Gynecology,-P.-C.; Birmingham (AL); On-site; USD 42,000 - 62,000; Full time

Job summary

Birmingham OB/Gyn is seeking a highly organized Health Information & Electronic Records Specialist to ensure patient health information is received, organized, routed, retrieved, and released accurately across the practice. The role involves coordinating records from electronic systems, outside partners, and health information exchange, with a focus on efficiency and confidentiality.

The ideal candidate will be comfortable with technology, possess strong attention to detail, and collaborate with

Qualifications

• High school diploma or equivalent required.
• Experience in medical records, health information, or related healthcare setting preferred.
• Education or coursework in Health Information Management or related field is a plus.
• Strong computer skills and comfort learning new technology.
• Exceptional attention to detail and accuracy.
• Strong organizational and problem-solving skills.
• Ability to work accurately with a high volume of patient information.
• Strong written and verbal communication skills.
• Ability to recognize when information requires additional review, escalation, or follow-up.

Responsibilities

• Manage incoming patient records electronically and on paper.
• Review, organize, index, and route incoming patient information to the appropriate location.
• Accurately maintain patient information within the electronic health record.
• Use electronic fax and document-management tools to receive and transmit records.
• Coordinate medical records and forms requests with outside partners.
• Verify appropriate authorization before releasing patient information when internal.
• Assist physicians, clinical staff, and administrative staff in locating necessary patient information.
• Monitor requests requiring internal information or follow-up and ensure timely routing.
• Help staff obtain patient information as needed.

Skills

Attention to detail

Organization

Problem-solving

Communication

Teamwork

Education

High school diploma or equivalent

Health Information Management related coursework

Tools

Greenway PrimeSuite

Updox eFax

Phreesia

HealthMark

Alabama One Health Record

Job description

Job Summary

Birmingham OB/Gyn is seeking a highly organized, detail-oriented, and technology-comfortable Health Information & Electronic Records Specialist to join our team.

This position plays an important role in ensuring that patient health information is received, organized, routed, retrieved, and released accurately and efficiently throughout our practice.

Birmingham OB/Gyn manages health information through a combination of electronic systems, outside partners, health information exchange, and traditional records workflows. The Health Information & Electronic Records Specialist will help coordinate these different sources, resolve issues requiring follow-up, and identify opportunities to make the movement of health information more efficient.

This is an excellent opportunity for someone who enjoys organization, technology, problem-solving, healthcare, and finding better ways to get things done.

Primary Responsibilities

Health Information & Electronic Records

• Manage incoming patient records and documents received electronically and through traditional paper and fax workflows
• Review, organize, index, and route incoming patient information to the appropriate location or team
• Accurately maintain patient information within our electronic health record
• Use electronic fax and document-management tools to receive and transmit patient information
• Manage records associated with patients referred to Birmingham OB/Gyn through electronic referral workflows
• Scan and appropriately process paper records and documents when necessary
• Verify that documents are associated with the correct patient and appropriately categorized
• Identify duplicate, incomplete, incorrectly routed, or improperly categorized information and take appropriate steps to resolve the issue
• Assist physicians, clinical staff, and administrative staff in locating necessary patient information

Medical Records Requests & Vendor Coordination

• Coordinate medical records, FMLA, and other form requests handled through Birmingham OB/Gyn's outside health information management partner
• Understand which requests should be directed to our outside partner and which require action within Birmingham OB/Gyn
• Serve as an internal resource for questions or issues involving medical records and forms requests
• Monitor requests requiring internal information or follow-up and help ensure they reach the appropriate person
• Assist with medical record requests that remain the responsibility of Birmingham OB/Gyn
• Verify appropriate authorization and documentation before releasing patient information when handled internally

Outside Records & Health Information Exchange

• Obtain outside medical records needed for patient care
• Communicate with hospitals, physician offices, and other healthcare organizations when additional patient information is required
• Use available electronic health information resources to locate patient information when appropriate
• Assist with Birmingham OB/Gyn's growing use of electronic Health Information Exchange (HIE)
• Identify opportunities to reduce unnecessary manual records requests when information can be obtained electronically
• Help staff determine the appropriate method for obtaining or exchanging patient information

Process Improvement

• Identify recurring problems or inefficiencies in the way health information enters, moves through, and leaves the practice
• Help develop more efficient workflows for receiving, retrieving, routing, and managing patient information
• Assist with testing and evaluating changes to electronic records workflows
• Identify opportunities to make better use of existing technology and outside services
• Help ensure established health information workflows are consistently followed
• Maintain patient confidentiality and comply with HIPAA requirements and practice policies

Technology, Systems & Partners

Birmingham OB/Gyn uses several technologies and services to manage patient health information, including:

• Greenway PrimeSuite electronic health record
• Updox eFax
• Phreesia
• HealthMark medical records and forms services
• Alabama One Health Record, Alabama's Health Information Exchange
• Electronic documents, scanned records, and traditional paper records and faxes

Previous experience with these specific systems is not required. We are looking for someone who is comfortable learning technology and can become highly proficient in understanding how information should move between systems, services, and the people who need it.

Qualifications

• High school diploma or equivalent required
• Previous medical records, health information, medical office, referral, or other healthcare experience preferred
• Education or coursework in Health Information Management, Health Informatics, Healthcare Administration, or a related field is a plus
• Strong computer skills and comfort learning new technology
• Exceptional attention to detail and accuracy
• Strong organizational and problem-solving skills
• Ability to work accurately with a high volume of patient information
• Ability to prioritize multiple responsibilities and consistently follow through
• Strong written and verbal communication skills
• Ability to recognize when information requires additional review, escalation, or follow-up
• Dependable, adaptable, and comfortable working both independently and as part of a team
• Understanding of patient confidentiality and the importance of appropriately handling protected health information

Previous medical records experience is helpful but not required. We are particularly interested in candidates who demonstrate excellent attention to detail, strong technology skills, curiosity, and a willingness to learn.

What We're Looking For

Managing health information today involves much more than scanning documents, sending faxes, and responding to medical records requests.

We are looking for someone who can help Birmingham OB/Gyn manage the complete flow of patient health information across our practice.

The successful candidate will be highly organized, accurate, dependable, technologically comfortable, curious, and naturally attentive to detail.

This person should be able to look beyond simply completing a task and think:

Where should this information go? Who needs it? Is there a better way to obtain it? Is another system or partner responsible for it? Does someone need to follow up?

We especially value someone who notices when a process isn't working as well as it could and asks:

"Is there a better way for us to do this?"

Why This Opportunity Is Different

Healthcare information exchange is changing, and Birmingham OB/Gyn is continuing to move toward more efficient electronic management and exchange of patient information.

Rather than simply processing records, the Health Information & Electronic Records Specialist will have an opportunity to help improve the way health information moves throughout our organization.

The position provides hands-on experience with:

• Electronic health records
• Health information management
• Electronic health information exchange
• Healthcare technology
• Vendor and workflow coordination
• Process improvement
• Patient privacy and information management

Most importantly, this position plays a direct role in helping ensure our physicians and clinical teams have the patient information they need to provide excellent care.