HIM Records Management Specialist; Batavia)

Position: HIM Records Management Specialist (Travel To Batavia)
Description

* Travel to Batavia

Title:

HIM Records Management Specialist

Position Summary:

The HIM Records Management Specialist, under the direction of the Manager of Document Lifecycle Management, is responsible for the organization, tracking, storage, retention, retrieval, and destruction of health information records in accordance with organizational policies, regulatory requirements, and applicable state and federal laws. This position works to ensure that records are accurately indexed, inventoried, stored, and securely destroyed once retention periods have been met.

The specialist serves as a key resource for maintaining record integrity, retrieval efficiency, and compliance across multiple facilities and storage locations.

Duties & Responsibilities
- Manage physical health information records, including receipt, preparation, indexing, storage, retrieval, retention, and secure destruction in accordance with organizational policies and regulatory requirements.

- Maintain accurate record inventories, storage databases, warehouse maps, and tracking systems to ensure records are properly identified, located, and retrievable throughout their retention period.

- Conduct inventory audits and reconcile discrepancies related to record locations, indexing, storage assignments, and record movement activities.

- Monitor retention schedules and perform retention reviews to identify records eligible for destruction while verifying legal hold status, litigation requirements, and applicable regulatory guidelines.

- Coordinate and document destruction activities, including preparation of destruction inventories, reports, certificates of destruction, and communications with approved vendors and internal stakeholders.

- Retrieve records and process requests from authorized users, providing timely customer service while maintaining the confidentiality and security of protected health information (PHI).

- Ensure compliance with HIPAA, record retention requirements, accreditation standards, and organizational policies through quality assurance reviews, audits, and corrective action activities.

- Collaborate with HIM leadership, legal, compliance, and operational departments on records management initiatives, storage projects, policy implementation, and process improvement efforts.

- Support departmental training, onboarding, disaster recovery planning, and other records management functions to promote operational efficiency and continuity of services.

Minimum Qualifications:

- High School Diploma, required. Associate's degree, preferred. (1-2+) years of experience in Health Information Management or other Healthcare setting, preferred.

- Ability to calculate figures; ability to apply basic math skills.

- Strong organizational skills and attention to detail
- Reliable transportation: travel to various locations is required
- Able to lift 40lbs Desired Attributes:

- Excellent computer and customer service skills.

- Knowledge of state and federal regulations regarding health information.

- Ability to work under pressure with time constraints.

- Ability to maintain confidentiality.

- Ability to work autonomously, multi-task, and prioritize effectively.

- Self-motivated and able to adapt to shifting priorities in support of clinical and business operations.

- Excellent verbal, written, and active listening communication skills.

- Ability to interpret and present information in a logical and orderly manner.

- Excellent critical thinking skills, systems thinking, and problem-solving skills.

- Proficiency in one or more of the following computer systems:
Epic electronic medical record system, Cerner, Meditech, or other third party electronic medical record system.

- Proficiency in Microsoft Office
- Word, Excel, Outlook, Teams and PowerPoint.

- Experience with Adobe Pro, Adobe Distiller, and Document Management systems Preferred

Licensure/Certification

Skills:

- Registered Health Information Technician (RHIT), preferred.

Skills

Judgement, Detail, Administrative support, data warehouse, data entry, Records management, organizational and management skills

Top Skills Details

Judgement,Detail,Administrative support,data warehouse,data entry,Records…