Health Information Office Administrator

Advance Care Alliance New York; New York (NY); On-site; USD 68,770,000 - 76,595,000; Full time

Job summary

Advance Care Alliance New York is seeking an on-site Health Information Office Administrator to manage member records for HIPAA compliance and to oversee the efficient operation of the hub and regional offices.

The role includes document handling, confidentiality of PHI, project collaboration with care teams, and day-to-day office administration tasks such as mail, supplies, and facilities coordination. High school diploma required; related certification preferred.

Qualifications

• Minimum high school diploma or equivalency.
• AAS or certification in a related field preferred (Human Services, Health Information Management).
• At least one year office experience with clerical tasks (mailing, filing, sorting).
• Basic computer knowledge (Windows, Office 365, Word, Excel, PowerPoint) and willingness to learn multiple systems.
• Familiarity with office equipment (printers, fax, etc.).
• Detail-oriented with ability to prioritize and multitask.

Responsibilities

• HIM functions: ensure compliance with HIPAA, NYS regulations, and policies for HIM in a CCO/HH environment.
• Handle daily document management for HIM, including filing and PHI retention/destruction protocols.
• Maintain confidentiality with members' medical records and documentation.
• Lead projects assigned by the Director of HIM and collaborate with Care Management, QA, Compliance, and Incident Management.
• Office administration: maintain sign-in logs, ensure cleanliness, manage catering and meeting room bookings, and stock office supplies.
• Manage office mail, shipping, and receiving; assist IT with equipment handling; act as on-site contact for facilities issues.

Skills

Detail-oriented

Multitasking

Communication skills

Education

High school diploma or equivalency

AAS / certification in related field

Tools

Windows OS

Office 365

Word

Excel

PowerPoint

Job description

Job Details

• Job Location: Queens Hub - Long Island City, NY 11101
• 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.

Qualifications

• 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.