HIM Specialist I

Southwell, Inc.; Tifton (GA); On-site; USD 17,000 - 25,000; Full time

Job summary

Southwell/Tift Regional Health System, Inc. is seeking an entry-level Health Information Management assistant to support document preparation, scanning, and accurate intake of medical records into the EMR. The role emphasizes compliance with HIPAA and organizational standards.

The position assists daily HIM operations, reviews documents for completeness, and manages large volumes of paperwork. Collaboration across departments is expected during downtime, with adherence to TRHS policies.

Qualifications

• Previous experience with medical records, document scanning, data entry, healthcare administration, or a medical office is strongly preferred.
• Experience working with an EMR/EHR system is preferred.

Responsibilities

• Scan patient medical records, reports, referrals, test results, and other documents into the EMR system.
• Review documents before and after scanning to ensure they are complete, legible, and associated with the correct patient.
• Organize and prepare large volumes of paperwork for scanning.
• Verify patient information and identify incorrectly filed or missing documentation.
• Retrieve medical records and documentation.
• Follow HIPAA requirements and maintain strict confidentiality of patient information.
• Identify duplicate, incomplete, or incorrectly scanned documents and correct them promptly.
• Maintain an organized workspace and scanning workflow.
• Assist other departments with paperwork and administrative responsibilities during available downtime.
• Complete additional office and medical-records tasks assigned by management.
• Identify and report basic scanning or document issues to leadership.
• Prepare documents for scanning, including removing staples and organizing pages.

Skills

Document scanning

HIPAA compliance

Data entry

EMR system experience

Attention to detail

Education

GED/High School Equivalent

Tools

EMR/EHR system

Job description

DEPARTMENT: HEALTH INFORMATION MANAGEMENT

F ACILITY: Medical Office Building

WORK TYPE: Full Time

S HIFT: Daytime

SUMMARY:

Entry-level role responsible for document preparation, scanning, and basic record processing. Supports daily HIM operations by ensuring timely and accurate intake of medical records while maintaining foundational compliance with organizational standards.

RESPONSIBILITIES:

• Scan patient medical records, reports, referrals, test results, correspondence, and other documents into the electronic medical record (EMR) system


• Review documents before and after scanning to ensure they are complete, legible, and associated with the correct patient


• Organize and prepare large volumes of paperwork for scanning


• Verify patient information and identify incorrectly filed or missing documentation


• Retrieve medical records and documentation


• Follow HIPAA requirements and maintain strict confidentiality of patient information


• Identify duplicate, incomplete, or incorrectly scanned documents and correct them promptly


• Maintain an organized workspace and scanning workflow


• Assist other departments with paperwork and administrative responsibilities during available downtime


• Complete additional office and medical-records tasks assigned by management


• Identify and report basic scanning or document issues to leadership.


• Prepare documents for scanning, including removing staples and organizing pages.


• Keeps abreast of pertinent federal, and state regulations and laws and Tift Regional Health System, Inc. (\u201cTRHS\u201d) policies as they presently exist and as they change or are modified.


• Understands and adheres to: TRHS’ compliance standards as they appear in TRHS’s Corporate Compliance Policy, Code of Conduct and Conflict of Interest Policy; and HIPAA and TRHS policies regarding privacy and security of protected health information.


• Demonstrates the ability to perform tasks that meet the age-specific requirements of the persons, patients, vendors, and staff that the employee is charged to interact with as required by the position.


• Offers suggestions on ways to improve operations of department and reduce costs.


• Attends all mandatory education programs.


• Improves self-knowledge through voluntarily attending continuing education/certification classes.


• Maintains required competency levels as identified in written exams, skills checklists, skills labs, annual safety and health requirements as well as service excellence education hours requirements.


• Cross-trains in order to better assist co-workers and to provide maximum efficiency in the department.


• Volunteers/participates on hospital committees, functions, and department projects.


• Manages resources effectively.


• Reports equipment in need of repair in order to extend life of equipment and removes malfunctioning equipment out of service with timely reporting to the appropriate personnel.


• Makes good use of time so as to not create needless overtime.

EDUCATION:

• GED/High School Equivalent

OTHER INFORMATION:

Previous experience with medical records, document scanning, data entry, healthcare administration, or a medical office is strongly preferred. Experience working with an EMR/EHR system is preferred

Southwell/Tift Regional Health System, Inc. is an Equal Opportunity Employer.