Health Information Office Administrator

Advance Care Alliance New York; Hauppauge (NY); On-site; USD 33,000 - 37,000; Full time

Job summary

Advance Care Alliance New York is seeking an Health Information Office Administrator (HIOA) to manage member records in compliance with HIPAA and to ensure efficient operation of the assigned hub and regional offices.

The role includes HIM functions, document handling, and general office administration.

Qualifications

• Minimum high school diploma or equivalency.
• AAS / certification in related field preferred.
• At least one year experience in an office setting.
• Basic computer skills and willingness to learn multiple systems.
• Detail-oriented with ability to prioritize and manage multiple tasks.

Responsibilities

• HIM: Ensure compliance with HIPAA, NYS OPWDD, NYS DOH and related policies.
• Handle documents: compile, process, index, file, and retain PHI-containing documents.
• Maintain confidentiality of members' Medical Records and documentation.
• Collaborate with Director of HIM on projects and audits.
• Office: maintain sign-in logs and organize daily office operations.
• Coordinate catering, meeting room bookings, and office supplies.
• Manage mail, packages, and certified mail; assist IT with devices.
• Assist on-site issues (heating, leaks, doors/locks, plumbing) during business hours.

Skills

Detail-oriented

Multitasking

Education

High School Diploma or Equivalent

AAS / Certification in related field

Tools

Windows

Office 365

Word

Excel

PowerPoint

Job description

Job Details

• Job Location: Hauppauge Hub - Hauppauge, NY 11788
• Position Type: Full Time
• Education Level: High School
• Salary Range: $24.00 - $26.73 Hourly
• Travel Percentage: Up to 25%

Job Summary

The Health Information Office Administrator (HIOA) will be responsible for (1) the confidential management and handling of member records to ensure compliance with HIPAA Privacy and Security requirements, and (2) the efficient operation and maintenance of the assigned Hub and/or regional offices.

Essential Duties and Responsibilities:(1) HIM Functions

• Ensure compliance with all pertinent government regulations (e.g., HIPAA, NYS OPWDD, NYS DOH) and all policies, procedures, and operating standards for HIM under a CCO/HH environment.
• Provides day-to-day document management as it relates to HIM, including, but not limited to compiling, processing, indexing, and filing of member records, and retention and destruction protocols of documents/forms containing Protected Health Information (PHI).
• Ensures confidentiality in working with members’ Medical Records and documentation.
• Manages and implements projects assigned by the Director of HIM
• Collaborate with Care Management, Quality Improvement, Compliance and Incident Management on assigned projects and assist staff in the gathering of information related to audits and/or document reviews.

(2) Office Administration Functions

• Maintains staff and visitors sign-in logs
• Ensures proper cleanliness of assigned hub is maintained by cleaning professionals and office is kept organized.
• Assists in day-to-day general office functions, including but not limited to catering organization and meeting room booking.
• Purchases and maintains approved office supplies, including but not limited to kitchen/snack supplies, water orders, and general office supplies
• Managing and monitoring office paper-related equipment, including the printer/copier and shred bins
• Manages the mail for assigned hub and/or office, including but not limited to creating and supplying postage, assisting care managers with mailing documents, gathering and scanning mail, receiving incoming packages, and preparing and dropping off packages and certified mail
• Assists IT in the gathering, delivering, and receiving of employee technological equipment
• Acts as primary contact for any on-site issues during business hours, including but not limited to heating, leaks, doors/locks, and plumbing

QualificationsEducation and Experience

• Minimum high school diploma/ equivalency
• AAS / certification in a related field preferred (Human Services, Health Information Management)
• At least one year’s experience working in an office setting completing clerical tasks (e.g. mailing, filing, sorting).
• Working knowledge of basic computer programs (e.g., Windows, Office 365, Word, Excel, PowerPoint) and willingness to learn and adapt to multiple computer systems
• Working knowledge of office equipment; printers, fax machines, etc.
• Detail-oriented and able to prioritize and manage multiple assigned tasks

Physical Requirements:

• Must work on-site at assigned hub every day during business hours (Monday – Friday, 8:00AM – 4:30PM)
• Must follow travel requirements to hubs and offices assigned by supervisor
• Must be able to sit for prolonged periods at a desk and work on a computer

AAP/EEOC

ACANY provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, the organization complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, training, and all other legally protected classifications.