On-Site 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

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.