Under the direction of the Medical Records Supervisor, the HIM Specialist I provides support to the Medical Records department by scanning documents into the Electronic Medical Record (EMR) and routing scanned information to the appropriate provider. In addition, the HIM Specialist I will respond to requests for medical records by releasing/obtaining records when appropriate and following HIPAA and Massachusetts privacy laws. The HIM Specialist I will enter clinical data into the EMR under the guidance of the Medical Records Supervisor.

Representative Duties

• Prepare and/or scan documents into the electronic document imaging system.
• Examine pages and verifies accuracy of patient information on each page, and ensures placement into appropriate patient electronic medical record.
• Index scanned images in the appropriate patient electronic medical record, while analyzing the quality of scanned documents.
• Receive incoming requests for information and responds to requests by opening mail, assisting with telephone inquiries, and retrieving and/or sending faxes in a timely manner.
• Completes release of information requests by importing medical records requests accurately and correctly into the EMR, examining release for completeness and accuracy, and releasing records to authorized parties according to established procedures while observing patient privacy laws; electronically transmits medical record to processing operations.
• Process incoming/outgoing correspondence and perform required follow up actions with patients and providers via telephone, fax, and email in a timely manner and with exceptional customer service.
• Process requests for records retrievals from external facilities as indicated by patient requests or valid external requestor
• Meets Agency Participatory Expectations
• Adheres to all agency and departmental policies and procedures
• Participates in quality assessment and improvement activities as requested
• Adheres to the highest principles of patient and client confidentiality
• Adheres to established safety policies, procedures and precautions; identifies potential or actual unsafe situations in the environment and informs appropriate staff
• Attends all required meetings, in-services and professional trainings
• Maintains professional competence necessary to perform job responsibilities; maintains and provides agency with records of continuing education activities
• Serves on agency committees and in professional organizations when requested
• Responsible for safeguarding patient records and ensuring compliance with HIPAA standards.
• Responds to requests for patient records by external sources and transmitting them appropriately and in a timely fashion
• Perform additional duties as delegated by the Medical Records Supervisor

• High School graduate/equivalent required,
• Strong knowledge of HIPAA privacy regulations required
• Impeccable customer service skills
• Minimum 6 months experience using Epic
• Ability to work independently
• Ability to work harmoniously with diverse groups of individuals
• Ability to work harmoniously and effectively with colleagues, patients, clients and vendors across the spectrum of diversity, including but not limited to race, ethnicity, color, gender identity, sexual orientation, age, socio-economic status, national origin and immigrant status, religious or spiritual identity, disability (physical, mental, emotional and developmental), veteran status, and/or limited English proficiency.
• Willingness to contribute towards Fenway’s efforts in becoming an anti-racist organization and promoting a culture dedicated to ongoing development in service of humility, equity, diversity, inclusion, and belonging, where differences are acknowledged and valued.

Preferred Qualifications:

• Associates degree
• Ability to comprehend moderate complexity clinical terminology
• Minimum 6 months experience performing release of information
• Minimum 6 months of experience scanning and indexing documents
• Proficiency with Microsoft Office to include Word, PowerPoint, Outlook, and Excel
• Demonstrated ability to evaluate ROI authorizations for validity

This is a union position in a Fenway Health bargaining unit represented by 1199 SEIU United Healthcare Workers East.