Health Information Management Services Coordinator IV

Christiana Care Health Services, Inc.; United States; On-site; USD 28,000 - 42,000; Full time

Job summary

ChristianaCare Health System is seeking a Forms Management professional to drive the development, review, and maintenance of patient care and administrative forms. You will coordinate with clinical, operational, and technical stakeholders to implement new forms and supervise the Forms Committee.

Work closely with IT, Nursing Resources, and privacy teams to ensure compliant documentation. A strong background in HIM, health information practices, and form lifecycle governance is essential.

Qualifications

• Associates degree in Business Administration or Health Information Management or equivalent.
• 3–5 years of experience with patient care documentation tools.
• Knowledge of forms management principles, documentation integrity, and regulatory requirements.

Responsibilities

• Collaborate with sponsors to ensure development, design, review and approval of chart and administrative forms.
• Coordinate Forms Committee meetings and maintain FMC SharePoint site for notices and history.
• Work with IT, vendors and HIM to publish and maintain forms in the Forms System.
• Maintain a master resource spreadsheet with form details, ownership, and usage.
• Ensure each form has a unique form number and aligns with governance.

Skills

Medical terminology

Documentation standards

HIM practices

Cross-functional collaboration

Organization & planning

Verbal & written communication

Education

Associates degree

Tools

MS Office

SharePoint

Electronic forms systems

Job description

Job Details Do you want to work at one of the Top 100 Hospitals in the nation? We are guided by our values of Love and Excellence and are passionate about delivering health, not just health care. Come join us at ChristianaCare! ChristianaCare, with Hospitals in Wilmington and Newark, DE, as well as Elkton, MD, is one of the largest health care providers in the Mid-Atlantic Region. Named one of “America’s Best Hospitals” by U.S. News & World Report, we have an excess of 1,100 beds between our hospitals and are committed to providing the best patient care in the region. We are proud to that Christiana Hospital, Wilmington Hospital, our Ambulatory Services, and HomeHealth have all received ANCC Magnet Recognition®.

PRIMARY FUNCTION

To effectively facilitate and manage the development, review, approval and maintenance of forms (Chart and Administrative) in accordance with Christiana Care’s Forms Management Policy. Collaborate with clinical, operational and technical stakeholders to implement new and revised forms for use in patient care workflows, Serve as coordinator of Forms Committee meetings, handling agenda setting and resource management.

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Collaborate with sponsors to ensure development, design, review and approval of chart and administrative forms according to Christiana Care’s Forms Management Policy.
• Initiates form revisions on a triannual basis, or as identified by form sponsor or designee, and meet changes in documentation standards (Chart, Health Literacy, etc.).
• Serves as a main resource to the Forms Management Committee (FMC).
• Coordinate FMC agendas; maintain and utilize FMC Sharepoint Site to notify members and sponsors of upcoming meetings and preserve meeting history for reference and continuity.
• Works in cooperation with Medical Record Integrity Committee, Patient Education group, Risk Management, Department of Language Services, and the Privacy Office to ensure appropriate review of patient related documentation.
• Works in cooperation with IT and forms vendors to appropriately publish and maintain Forms System for systemwide end user access.
• Serves as Forms System content manager to facilitate the design, loading, testing and production of forms into FOD in coordination with the sponsor, Nursing Resources Staff, the vendor and IT.
• Serves as the Forms Workflow Application Administrator to usher and track form requests through the Forms Management process.
• Suggest workflow modifications when necessary.
• Maintains a computerized spreadsheet of patient care documentation, administrative and informational forms which serve as a master resource of relevant information pertaining to each item (form/product number, sponsor, locations used, source, etc.).
• Ensures that each form is assigned to a unique form number identifier.
• Demonstrates compliance with Christiana Care and departmental policies, procedures and mandatory education requirements including but not limited to safety, infection control, attendance and dress code.
• Performs assigned work safely, adhering to established departmental safety rules and practices; reports to supervisor, in a timely manner, any unsafe activities, conditions, hazards, or safety violations that may cause injury to oneself, other employees, patients and visitors.
• Performs other related duties as required.

SCOPE, PURPOSE, AND FREQUENCY OF CONTACTS

Frequent contact with health care providers and administrators, department managers, and other employees from a wide range of hospital and subsidiary activities.

DIRECTION/SUPERVISION OF OTHERS

N/A

DIRECTION/SUPERVISION RECEIVED

Forms System Manager

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

• Associates degree in Business Administration or Health Information Management, preferred or relevant equivalent experience.
• 3 – 5 years of experience with patient care documentation tools.

KNOWLEDGE, SKILL, AND ABILITY REQUIREMENTS

• Knowledge of medical terminology and healthcare documentation standards, including patient care, health literacy, and regulatory requirements.
• Knowledge of forms management principles, document control processes, and lifecycle governance (development, review, approval, revision, and retirement).
• Knowledge of Health Information Management (HIM) practices, including documentation integrity, medical record standards, and compliance requirements.
• Knowledge of organizational structure and governance frameworks, with the ability to identify and engage appropriate stakeholders, sponsors, and committees for review and approval processes.
• Knowledge of organizational policies and procedures, particularly those related to forms management, patient documentation, privacy, and risk management.
• Ability to coordinate and collaborate effectively with cross-functional teams, including HIM, Nursing Development and Education, Risk Management, Privacy Office, Language Services, IT, Corporate Communications, and external vendors.
• Proficiency in Microsoft Office applications (e.g., Word, Access, Excel, SharePoint) and ability to manage committee materials and records.
• Experience managing or supporting content within electronic forms systems, document repositories, or workflow applications.
• Ability to administer processes, including tracking requests, ensuring timely progression through approval stages, and recommending process improvements.
• Strong organizational and project management skills, with the ability to manage multiple concurrent initiatives, maintain detailed records, and meet deadlines in a fast-paced environment.
• Exceptional attention to detail, particularly in reviewing, standardizing, and maintaining accurate documentation and form metadata (e.g., numbering, ownership, usage locations).
• Excellent verbal and written communication skills, with the ability to clearly convey complex requirements and collaborate with stakeholders at all levels of the organization.
• Demonstrated ability to facilitate meetings, coordinate agendas, and maintain documentation for committees or governance groups.

PHYSICAL DEMANDS

Sitting for long periods of time and utilizing a computer. Repetitive hand motions.

WORKING CONDITIONS

Routine Office Environment. Frequent deadline situations requiring the incumbent to work under pressure.

Hourly Pay Range

Hourly Pay Range: $20.24 - $30.36 This pay rate/range represents ChristianaCare’s good faith and reasonable estimate of compensation at the time of posting. The actual salary within this range offered to a successful candidate will depend on individual factors including without limitation skills, relevant experience, and qualifications as they relate to specific job requirements.

Christiana Care Health System is an equal opportunity employer, firmly committed to prohibiting discrimination, whose staff is reflective of its community, and considers qualified applicants for open positions without regard to race, color, sex, religion, national origin, sexual orientation, genetic information, gender identity or expression, age, veteran status, disability, pregnancy, citizenship status, or any other characteristic protected under applicable federal, state, or local law.

Post End Date Nov 6, 2026 EEO Posting Statement ChristianaCare offers a competitive suite of employee benefits to maximize the wellness of you and your family, including health insurance, paid time off, retirement, an employee assistance program. To learn more about our benefits for eligible positions visit https://careers.christianacare.org/benefits-compensation/

Christiana Hospital, Newark, Delaware. This 1,007-bed, 1.3-million-square-foot modern facility provides a level of care only available in large-scale teaching hospitals. Christiana Hospital includes Delaware's only Level-I Trauma center (as verified by the American College of Surgeons), which is prepared to handle the most extreme medical emergencies. In fact, it is the only Level-I Trauma center on the East Coast corridor between Baltimore and Philadelphia. Christiana Hospital has also been nationally recognized in U.S. News & World Report's Best Regional Hospitals rankings as #1 in Delaware and #3 in the Philadelphia metro area, plus High Performing in 9 Adult Procedures/Conditions Christiana Care Health System Website.