Health Information Office Administrator

Advance Care Alliance New York; Town of Islip (NY); On-site; USD 45,000 - 65,000; Full time

Job summary

Advance Care Alliance New York is seeking an Health Information Office Administrator to ensure HIPAA-compliant handling of member records and efficient hub operations. The role covers HIM functions, document management, and collaboration with care management and compliance teams.

On-site position requiring daily presence, assisting with office administration, mail, supplies, and IT equipment support as needed.

Qualifications

• Minimum high school diploma or equivalency.
• AAS/certification in a related field preferred.
• At least 1 year office clerical experience.
• Proficient with Windows and Office 365 apps.
• Detail-oriented with ability to manage multiple tasks.

Responsibilities

• HIM Functions: Ensure HIPAA/NYS regulations compliance and manage member records.
• Handle day-to-day document management for PHI, filing, indexing and retention.
• Collaborate with Care Management, QI, Compliance and Incident Management on audits.
• Implement projects assigned by the Director of HIM.
• Office Functions: maintain sign-in logs and office cleanliness.
• Support catering, meeting room bookings, and office supply management.
• Process mail, packages, and courier needs; assist IT with equipment.

Skills

Detail-oriented

Task prioritization

Office administration

Education

High school diploma or GED

AAS / related-field certification preferred

Tools

Windows

Office 365

Word

Excel

PowerPoint

Job description

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 FunctionsEnsure 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 HIMCollaborate 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 FunctionsMaintains staff and visitors sign-in logsEnsures 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 suppliesManaging and monitoring office paper-related equipment, including the printer/copier and shred binsManages 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 mailAssists IT in the gathering, delivering, and receiving of employee technological equipmentActs as primary contact for any on-site issues during business hours, including but not limited to heating, leaks, doors/locks, and plumbingEducation and ExperienceMinimum high school diploma/ equivalencyAAS / 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 systemsWorking knowledge of office equipment; printers, fax machines, etc.Detail-oriented and able to prioritize and manage multiple assigned tasksPhysical 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 computerAAP/EEOCACANY 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.