HIM Specialist

Chapters Health System; Virginia (MN); Hybrid; USD 25,000 - 37,000; Full time

Job summary

The HIM Specialist at Chapters Health System oversees the preparation and maintenance of patient medical records, including tracking, assembling, and scanning documents within set timeframes.

This role audits admissions, tracks physician signatures, and ensures finalization of records within 30 days, while supervising volunteers and supporting HIM leadership.

Qualifications

• Must have at least 2 years of general office experience in a healthcare facility.
• Medical record experience preferred.
• High school diploma; college courses or degree preferred.

Responsibilities

• Assemble and track admissions paperwork to establish patient medical records.
• Audit admission documents for timeliness and completeness; sign-off where required.
• Track and process physician signatures on orders; enter dates into EMR.
• Audit and finalize medical records for discharged/deceased patients within 30 days.
• Alphabetize, collate and scan documents into the medical records.
• Supervise HIM office volunteers.
• Assist HIM Supervisor with paperwork for team meetings and Hospice Medical Directors.
• Maintain HIPAA-compliant records and respond to information requests.
• Participate in quality improvement, audits, and billing-related record audits.
• Send copies of medical records for patients in respite, nursing home, or contracted beds.
• Supervise volunteers as needed.

Skills

Office experience

Communication skills

Organization

Attention to detail

Education

High school diploma

College courses or degree preferred

Tools

EMR systems

Microsoft Excel

Computers basics

Job description

It’s inspiring to work with a company where people truly BELIEVE in what they’re doing! When you become part of the Chapters Health Team, you’ll realize it’s more than a job. It’s a mission. We’re committed to providing outstanding patient care and a high level of customer service in our communities every day. Our employees make all the difference in our success!

The Health Information Management (HIM) Specialist is responsible for the preparation and maintenance of each patient's medical record including the tracking, assembling, and scanning of all required documents within established timeframes.

ESSENTIAL DUTIES & RESPONSIBILITIES - WITHIN THE PHILOSOPHY, OBJECTIVES AND POLICIES OF CAPITAL CARING HEALTH, CARRIES OUT THE FOLLOWING ESSENTIAL FUNCTIONS:

• Quality Provision of Services: Assists with the assembling and tracking of admissions paperwork to establish a medical record for each patient. Audits admission documents for timely and completeness to include, completion of Consents; Elections of Benefits; Certifications of Illness by the Attending physicians and Hospice Medical Directors; Letters of Medical Necessity; as properly signed and dated; and other documentation as required.
• Completes the tracking and timely processing of physician signatures on all Admit Orders, Physician Plans of Care and other orders; enters signature dates into the electronic medical record system on a timely basis, and monitors integrity of orders with signed copies scanned to the electronic medical record system.
• Completes the tracking and timely processing of medical records for discharged and deceased patients by concurrently auditing and notifying staff of any deficiencies. The medical records are to be audited and finalized within three weeks of discharge or death, as it is a requirement of Capital Caring Health that medical records are complete within 30 days.
• Completes the timely alphabetizing, collating, and scanning of all submitted paperwork into the medical records.
• Supervises the work of volunteers in the HIM office.
• Assists the HIM Supervisor to prepare paperwork for Team Meetings and for the Hospice Medical Directors as needed.
• Organization/Regulatory Compliance: Participates in keeping the medical records in an orderly and secure manner according to accepted standards of practice, (HIPAA Security and Privacy Rules). Completes all requests for information following policies and procedures, per HIPAA regulations.
• Participates in quality improvement, assurance, and compliance activities for audits, surveys, and projects, as needed.
• Assists with medical record audits to assure accuracy and timeliness for Billing.
• People/Communications: Assists Clinical Staff with medical record reviews and requests Sends requests for copies of medical records for patients who were in Respite, Nursing Home, Contract beds.
• Financial Stewardship: 1. Sends copies of all financial paperwork as required by Patient Accounts as requested.
• The above statements are intended to be a representative summary of the major duties and responsibilities performed by incumbents of this job. The incumbents may be requested to perform job-related tasks other than those stated in this description.
• Supervisory Responsibilities: The HIM Specialist will supervise all applicable volunteers.

Experience Requirements

The HIM Specialist must have at least 2 years of general office experience in a healthcare facility. Medical Record experience is preferred.

Education Requirements

The HIM Specialist must have at least a high school diploma. College courses or a degree is preferred.

Required Certificates and/or Licenses

N/A

Overall Skills

The ability to demonstrate superlative oral and written communication skills, in English, as well as ability to organize and manage projects within defined timeframe and budget; work both independently and as part of a team; demonstrate excellent interpersonal and collaborative; demonstrate organizational skills with ability to delegate and follow up; manage multiple tasks and stressful situations with a positive attitude; demonstrate a strong work ethic and attention to detail; demonstrate basic knowledge of medical terminology.

Physical/Mental/Emotional Skills

The ability to see, hear, grasp, lift, speak, sit and walk or otherwise perform essential functions with or without reasonable accommodations; demonstrate the mental and emotional ability to work with death/dying; demonstrate the maturity, customer service skills, and flexibility to work with individuals under stress; work in a fast paced and quickly changing environment; work under pressure and deadlines; effectively recognize and appreciate the diversity in the workplace; professionally manage confidential information.

Technological Skills

The ability to demonstrate basic computer skills; work with electronical medical record systems; and work with Microsoft Office programs, specifically Excel.

Reasoning Ability

The ability to apply common sense understanding to carry out instructions furnished in written or oral form and deal with problems involving several concrete variables in standardized situations.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; taste or smell and push, pull, lift/carry 35 lbs. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment

The work environment characteristics are representative of those an employee would normally encounter while performing the essential functions of this job in an office. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Works in business office with computers, printers, copy/fax machines and telephones. The noise level in the work environment is usually light to moderate. The environmental conditions are that of what is to be expected in a temperature-controlled building.

Compensation Pay Range

$17.81 - $26.50

Background Screening & Drug Test

This position requires consent to drug and/or alcohol testing after a conditional offer of employment is made, as well as on-going compliance with the Drug-Free Workplace Policy. All Chapters Health System employees performing services for Florida affiliates are submitted through the Florida Care Provider Background Screening Clearinghouse to verify eligibility after a conditional offer of employment is made as well as ongoing eligibility. For more information, please visit https://info.flclearinghouse.com/.

About Chapters Health System

As a progressive leader and premier health organization, Chapters Health System is dedicated to delivering innovative care throughout chronic illness progression and beyond. Since 1983 as a community-based, not-for-profit organization, Chapters Health has provided choices, education and guidance through its managed affiliates: Capital Caring Health, Chapters Health Foundation, Chapters Health Hospice, Chapters Health Pharmacy, Chapters Health Staffing, Cornerstone Hospice & Palliative Care, Good Shepherd Hospice, Hope Healthcare, Hospice of Okeechobee, HPH Hospice and LifePath Hospice. Chapters Health offers services throughout the Southeast and Mid-Atlantic regions of the country to improve the patient/family experience well in advance of end-of-life needs. Chapters Health and its affiliates are licensed in Alachua, Arlington, Bradford, Charlotte, Cherokee, Citrus, Cobb, Collier, Columbia, District of Columbia (all eight wards), Dixie, Fairfax, Fauquier, Fayette, Forsyth, Fulton, Gilchrist, Glades, Gwinnett, Hall, Hamilton, Hardee, Hendry, Hernando, Highlands, Hillsborough, Howard, Lafayette, Lake, Lee, Levy, Loudoun, Marion, Martin, Miami-Dade, Monroe, Montgomery, Okeechobee, Orange, Osceola, Pasco, Pinellas, Polk, Prince George’s, Prince William, Putnam, St. Lucie, Sumter, Suwannee and Union counties.

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Equal Opportunity Statement

It is the policy of the Organization to provide equal employment opportunities to all employees and applicants for employment. The Organization(s) complies with all civil rights laws and other federal, state and local fair employment laws that prohibit any unlawful employment practices including harassment and discrimination based on race, color, religion, gender, national origin, age, physical or mental disability, marital status, pregnancy, genetic information, status as a covered veteran, sexual orientation, or any other characteristic protected by law. Employment decisions, including hiring and promoting, are based on merit, qualifications, abilities and business needs. This policy applies to all terms and conditions of employment in accordance with applicable federal, state and local laws.

Closer Repeats

All Chapters Health System employees performing services for Florida affiliates are submitted through the Florida Care Provider Background Screening Clearinghouse to verify eligibility after a conditional offer of employment is made as well as ongoing eligibility. For more information, please visit https://info.flclearinghouse.com/.