Health Information Management Specialist

Gateway Rehab; Pittsburgh (Allegheny County); On-site; USD 40,000 - 55,000; Full time

Job summary

Gateway Rehab in Pittsburgh is looking for a Health Information Management Specialist who will ensure the accurate handling of vital health information. Responsibilities include handling requests for health information and maintaining patient records while adhering to HIPAA regulations.

The ideal candidate will possess strong attention to detail, communication skills, and a commitment to data integrity. Previous medical record experience is preferred, and you must pass a background check and drug screen.

Qualifications

• Experience in Medical Record or Business Office required.
• Ability to maintain confidentiality and professionalism.
• Willingness to undergo background checks and drug screening.

Responsibilities

• Ensure accurate handling of health information and requests.
• Maintain patient care records in compliance with regulations.
• Provide customer service to internal and external clients.
• Process subpoenas and court orders as required.
• Conduct audits for quality of care assurance.

Skills

Electronic medical records (EMR)

HIPAA compliance

Database management

Microsoft Office Suite

Communication skills

Critical thinking

Attention to detail

Education

High School diploma or equivalent

Post High School education

Job description

Description

Gateway Rehab Center (GRC) is seeking a dedicated Health Information Management Specialist who will ensure the accurate and timely handling of vital health information. The Specialist will appropriately and accurately verify and process requests for health information to support patient care, quality and compliance reviews, and audits. You will also be responsible for scanning and indexing health information with precision and efficiently managing a high volume of correspondence related to the release of information, adhering to governing regulations, including HIPAA.

If you are detail-oriented and committed to upholding the highest standards of data integrity and compliance, we encourage you to apply.

Responsibilities

• Observes confidentiality and safeguards all protected health information (PHI).
• Appropriately and accurately retrieves records for patient care, quality and compliance reviews, and audits in a timely manner.
• Coordinates and processes correspondence (release of information) in accordance to governing regulations (42 CFR Part 2 and HIPAA).
• Processes subpoenas and court orders at the direction of the Regional Director of HIM & Compliance.
• Processes Date of Treatment Letters in a timely and proficient manner.
• Ensures that all requests for the release of information are logged in the Release Tracker or the Accounting of Disclosure is completed.
• Processes GR continuum of care referrals and external referrals for the coordination of services in a proficient manner.
• Records linkage between EHR and other platforms (e.g. mCare)
• Processes a large volume of scanning into EHR.
• Conducts focus audits to ensure quality of care.
• Maintains a good working relationship with internal and external customers.
• Adheres to organization policies and procedures.
• Provides excellent customer service to both internal and external customers.
• Coordinates the MA Application process for all county funded admissions, patients requiring Extended Care Services and/or patients losing their health insurance coverage.
• Conducts quantitative analyses on documentation to ensue compliance with Audit Exceptions.
• Performs other duties as assigned.
• Attends all required trainings and in‑services.

Knowledge, Skills, and Abilities

• Understands electronic medical records (EMR) and electronic health records (EHR) systems.
• Deep knowledge of HIPAA compliance, state, and federal laws regarding patient records and data security
• Awareness of audit processes and quality standards in medical records management.
• Strong computer skills, including proficiency in database management, Microsoft Office Suite, and other relevant software.
• Ability to effectively communicate with healthcare professionals, patients, and administrative staff.
• Strong critical‑thinking skills to identify and resolve discrepancies or inaccuracies in records.
• Ability to handle sensitive information with discretion and professionalism.
• Ability to adapt to changes in technology, regulations, and department processes.
• Effective interpersonal skills with the ability to work independently and as a team member.
• Ability to pay high attention to detail with the ability to prioritize multiple tasks effectively.

Requirements

• High School diploma or equivalent
• Previous Medical Record and/or Business Office experience

Preferred Requirements

• Post High School education.

Other Requirements

• Pass PA Criminal Background Check
• Obtain PA Child Abuse and FBI Fingerprinting Clearances.
• Pass Drug Screen
• 2‑Step TB Test

Work Conditions

• Moderate mental demands include close attention to detail and interpretation of oral and written communication/correspondence.

GRC is an Equal Opportunity Employer committed to diversity, equity, inclusion, and belonging. We value diverse voices and lived experiences that strengthen our mission and impact.