HIM Specialist

The St. Charles Health System’s HIM Specialist II is an advanced level position responsible for working with a variety of internal and external customers on behalf of patients to ensure timely and accurate management of confidential health information. This role operates in accordance with Joint Commission guidelines as well as State and Federal regulations. It does not directly manage any other caregivers.

• Professionally answers inbound department phone calls and responds to requests politely and promptly.
• Provides excellent customer service by being attentive and respectful; ensures understanding of customer request and follows‑through as promised and helps resolve customer service matters in a polite manner.
• Prioritizes release of information requests, retrieves medical records from active, inactive, and interdepartmental locations, electronically tracks and delivers records in accordance with established procedures.
• Handles all Release of Information requests and inquiries for patient health information whether received via mail, fax, phone, or in‑person. Verifies the patient identity and confirms the authorization is valid, ensuring the requesting party has a legal right to request a patient’s protected health information.
• Protects the confidentiality of medical record information as required by hospital and Federal/State regulations.
• Reviews and analyzes the electronic medical record for completeness and accuracy following departmental and regulatory guidelines.
• Flags deficient items to the attention of the provider and assists providers with questions regarding deficiencies.
• May provide training and act as a subject matter expert.
• May prep, scan, and index medical record documentation.
• Assists in Medical Record Department Quality processes.
• Participates in continuous quality improvement for medical record documentation.
• Recommends process improvements to supervisor based on experience with all aspects of HIM positions.
• Covers for all HIM positions during absences.
• Ensures each record is maintained in a neat, organized, and legible format.
• Has knowledge of Oregon Retention Laws for determining what records will be maintained and destroyed.
• Accurately assesses stored records annually and determines which records can be destroyed per Oregon Administrative Rules (OAR 333‑505‑0050(14)).
• Supports the vision, mission, and values of the organization in all respects.
• Supports Lean principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.
• Provides and maintains a safe environment for caregivers, patients, and guests.
• Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies, and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.
• Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient, and accurate.
• May perform additional duties of similar complexity within the organization, as required or assigned.

• Required:
  
  Associate Degree in Health Record Technology (RHIT) or 2 years equivalent work experience in a related field may be substituted for education with High School diploma or GED.
• Preferred: N/A

• Required:
  
  N/A
• Preferred: RHIT, RHIA, Release of Information or Patient Identification & Matching (micro credential). Maintains required education credits (CE) through AHIMA if certified.

• Required:
  
  Minimum of 2 years of hospital/medical office experience with a Health Information Management focus.
• Preferred:
  Three years’ experience