HIM Operations Coordinator

Hennepin Healthcare; Minneapolis (MN); Hybrid; USD 65,000 - 75,000; Full time

Job summary

Hennepin Healthcare seeks an HIM Operations Coordinator to support the HIM Operations team. The role is full-time with a hybrid schedule, providing administrative support and ensuring compliance with regulatory requirements.

The Coordinator works with department leadership to optimize workflows, manage daily operations, and maintain accurate records. The position emphasizes data integrity, effective communication, and cross‑functional collaboration within a busy health information environment.

Qualifications

• Associate's degree or equivalent combination of education and experience.
• 3–5 years coordinating departmental projects and supervising staff.

Responsibilities

• Plan and monitor daily HIM Operations tasks and ensure adequate coverage.
• Develop workflows and contingency plans with the Manager/Supervisor.
• Monitor workflows and recommend system updates or process improvements.
• Verify quality of scanning/indexing of documents.
• Provide administrative support and coordinate calendars, mail, and events.
• Deliver professional customer service to internal and external customers.
• Process medical record amendments, disclosures, and proxy access requests.
• Run and summarize HIM performance and quality reports for leadership.

Skills

Self-motivation

Multi-tasking

Communication

Interpersonal skills

Organizational skills

Typing 40 WPM

EHR knowledge

Windows apps

Education

Associate's degree in Business/Management/HIM-IT

Equivalent combo of education and experience

Tools

Epic software

Microsoft Word/Excel/OneNote/PowerPoint

Job description

SUMMARY

We are currently seeking a HIM Operations Coordinator to join our HIM Operations team. This full-time role will primarily work hybrid (Days and on call occasionally). Purpose of this position: Provides the HIM Operations department leaders and staff with the necessary coordination, guidance, qualitative analysis, and administrative support to ensure compliance with regulatory requirements. Works under minimal supervision and at a level that uses considerable independent judgement, discretion, administrative skills, and the ability to prioritize multiple requests/initiatives

RESPONSIBILITIES

• Assists in planning and monitoring daily operations and ensures adequate coverage of HIM Operations tasks
• Works with Manager and/or Supervisor to develop workflows and contingency plans for each function of the department to assure timely and accurate completion of work
• Continually monitors and evaluates workflows and output, apprising Manager and/or Supervisor of any need for systems adjustment, updates and/or improvement when necessary
• Verifies the quality of the scanning and indexing of documents and other work as needed
• May recommend the implementation of HIM policies and procedures, assists in their development, and evaluates and modifies existing procedures to increase department efficiency
• Provides/performs departmental administrative duties to support HIM Operations leadership and staff, including screening/triaging telephone calls, maintaining calendars, handling incoming mail, maintaining department tidiness and organization, and planning/coordinating special events within the department
• Performs customer service duties and greets internal and external customers by phone, email, and in person in a professional and friendly manner, projecting a positive image
• Actively listens to patient/customer concerns, complaints, issues, and grievances to achieve satisfactory response/resolution at point of contact
• Coordinates and ensures timely and accurate completion of all Medical Record Amendment requests, Accounting of
• Disclosures requests, Release Restriction requests, Potential Identity Theft complaints, and MyChart Proxy access requests
• Investigates patient identity issues
• Performs data integrity analysis and chart corrections in accordance with policy and procedures
• Runs, analyzes, and summarizes HIM performance and quality reports for Manager and/or Supervisor
• Maintains the Release of Information Requestor database
• Investigates provider and staff complaints regarding HIM workflows and processes
• Ensures proper inventory of patient charts in formats outside the electronic health record such as paper, microfiche, etc.
• Provides backup coverage for staffing needs in the HIM department on an as-needed basis. In particular this may require after hours coverage for on call assistance
• Assists HIM Manager and/or Supervisor in completing monthly or quarterly audits in regard to quality indicators for the HIM department
• Assists Manager and or Supervisor with providing external reviewers with limited access into the electronic health records for chart review. This includes assigning patient charts utilizing inbasket messaging in Epic
• Prepares and distributes formal correspondence, meeting agendas and minutes, and departmental publications
• Prepares statistical and/or annual reports as requested by state, federal, or other regulatory agencies
• Provides orientation, oversight, and mentoring to HIM Operations staff and trains and/or cross-trains staff in all department functions and workflows on a day-to-day basis
• Functions as a subject matter expert and departmental resource in HIM, serving as a liaison with other departments as needed
• Assists the HIM Operations Manager and/or Supervisor with administrative duties and attends meetings in their absence
• Assists in the coordination of new staff on-boarding, off-boarding, and other matters affecting their employment
• Steps into other HIM staff responsibilities during an absence as needed, including processing requests for medical records for continuing care requests, record retrieval, document imaging, data integrity, and birth certificates
• Coordinates medical record research and external reviews/audits, obtaining network and system access for reviewers, auditors, and others as needed
• Assists in managing the HIM Operations department’s use of space, equipment, and supplies (including cubicles, conference rooms, office supplies and inventory, and office equipment)
• Serves on various committees as assigned in support of HIM Operations
• Ensures compliance with federal, state, and local regulations
• Performs other duties as assigned

QUALIFICATIONS

Minimum Qualifications

• Associate's degree in Business, Management, or Health Information Management/Technology
• 3-5 years of progressive office experience in coordinating departmental projects, providing oversight and direction to office staff, and development of department policies and procedures
• -OR-
• An approved equivalent combination of education and experience

Preferred Qualifications

• Previous work experience in a medical setting, preferably using Epic software
• Familiar with various aspects of Health Information Management
• Registered Health Information Administration Technician (RHIT) or Registered Health Information Administration (RHIA)

Knowledge/ Skills/ Abilities

• Ability to work independently and effectively self-motivate with minimum guidance or supervision
• Ability to multi-task and work well in high-stress situations
• Ability to communicate in a professional, clear, succinct, and tactful manner both verbally and in writing
• Must possess strong interpersonal skills and be able to understand directions and respond to inquiries
• Excellent clerical skills including good organizational, priority setting, and time management skills
• Knowledge of personal computer systems and various software, including effective use of all Windows-based applications such as Word, Excel, OneNote, and Power Point
• Demonstrated typing competency 40 WPM
• Knowledge of electronic health records and ancillary systems
• Knowledge of recommended or best practice as it relates to record keeping and health information management