Assistant Health Information Management Officer; STMC-Rehab

Responsible for providing administrative support to the Health Information Management Department, supporting the HIM Officer in day‑to‑day operations for Release of Information, Chart Analysis, Data Analysis, and Filing‑Retrieval supervision, and delivering excellent customer service.

Release of Information:

• Contact patients or relatives to provide, obtain, and clarify information for requested medical reports.
• Receive release of information requests and direct patients to specialty clinics.
• Check and register all incoming release of information requests.
• Register and process requests of medical reports pertaining to police cases.
• Submit inpatient reports.
• Prepare receipt vouchers for medical reports.
• Apply established guidelines and policies governing the release of patient information.

Chart Analysis:

• Identify incomplete or inaccurate medical records such as missing doctor’s signatures, pathology reports, or other documentation.
• Detect delinquent documents, mark delinquencies, and arrange records per policy in the designated area.
• Notify concerned physicians of incomplete records requiring timely completion, and follow up.
• Identify inconsistencies in documentation and discuss solutions with the Officer to protect legal interests.
• Assist physicians in completing charts.
• Prepare reports of incomplete medical records and lists of staff who failed to complete them per by‑law.
• Maintain a list of deficient/delinquent medical records by physician and age of deficiency weekly.
• Report issues related to chart completion to the Officer and suggest ways to resolve routine discrepancies.

Filing & Retrieval:

• Process day‑to‑day operations within the filing and retrieval section.
• Schedule staff appropriately and monitor workflow.
• Notify and follow up on outstanding performance appraisals.
• Assist in any other relevant tasks assigned.
• Secure the filing room from unauthorized access.
• Consult relevant Officers before recommending solutions.

Data Analysis:

• Gather data needed for analysis within the department or section in a timely manner.
• Extract data from Cerner and tabulate it onto relevant templates.
• Perform first‑level accuracy and quality checks, contacting data resources for inconsistencies.
• Enter collected data into Excel sheets in a readable, accessible format.
• Transfer Excel sheets and other data templates to the database.
• Assist in analysis of data collected from various sources.
• Assist in calculation of all statistical rates and ratios required for reporting.
• Prepare daily, monthly, and annual reports, and reports for Health Authority Abu Dhabi covering all services.

Administrative & Customer Service:

• Perform general administrative support duties.
• Receive telephone calls and visitor inquiries regarding medical reports.
• Utilize all computerized applications.
• Order and restock office supplies.
• Photocopy documents as needed.
• Maintain essential day‑to‑day record keeping.
• Send and receive information via fax machine.
• Oversee health information management operations in the department.
• Report IT‑related problems to the support desk and follow up for resolution.
• Assume responsibilities of the immediate HIM Officer in their absence.
• Provide customer service and support, responding to inquiries promptly.
• Provide technical expertise in identifying potential issues in medical records.
• Consult with Health Information Officers before recommending solutions after verification.
• Contribute to team effort; attend regular departmental meetings.
• Maintain good communication and cooperation with staff and the team.

• Special Certificate (if applicable).
• Required:
  
  1–2 years of experience in a similar role.
• Desired:
  Experience in a large healthcare facility.