Fair Haven Community Health Care
Health Information Management Coordinator
Health Information Management – New Haven, CT – Full Time
Fair Haven Community Health Care
FHCHC is a forward-thinking, dynamic, and exciting community health center that provides care for multiple generations at nearly 80,000 office visits in 17 locations. Overseen by a Board of Directors, the majority of whom are patients themselves, we are proud to offer a wide range of primary and specialty care services, as well as evidence-based patient programs to educate patients in healthy lifestyle choices. As we grow and are able to bring high-quality health care to more areas that need access, we continue to put our patients first in everything we do. The mission of FHCHC is “To improve the health and social well-being of the communities we serve through equitable, high quality, patient-centered care that is culturally responsive.”
For nearly 50 years, we have been a health care leader in our community focused on providing excellent, affordable primary care to all patients, regardless of insurance status or ability to pay. Fair Haven is proud to have a diverse and motivated team of professionals who are constantly seeking ways to enhance and improve the health and well-being of all patients. We believe that everyone should have access to high-quality medical and dental care, regardless of ability to pay.
Reporting to the Manager of the Health Information Management (HIM), the HIM Coordinator performs the duties related, but not limited to, the retrieval and distribution of medical record information needed for patient care, insurance, personal retention, research, and legal purposes. Release patient health information appropriately to requesters according to State and Federal regulations as well as Departmental Policies and Procedures. Ensures that HIM staff meets daily productivity standards and turnaround times (TAT) according to established department policies and procedures. Demonstrates expert knowledge of medical records workflow and electronic medical record (EMR) systems. The HIM Coordinator shall help coordinate the activities performed for Quality Improvement purposes. Interacts with physicians, residents, and other HIM team members to follow up on incomplete charts, resolving physician deficiencies and delinquencies to ensure that medical records meet regulatory standards for accuracy, quality, and completeness. Maintains privacy, security, and confidentiality of patient health information in compliance with HIPAA regulation. The HIM Coordinator will help train and orient new departmental staff and provide continuing education to existing staff as required.
Duties and responsibilities
The HIM Coordinator is responsible for aiding the HIM Manager with the coordination of essential HIM functions and workflows; and maintaining the medical records of patients treated in the clinical locations. Typical duties include but not limited to:
- Explains confidentiality and release of information procedures to patients and other requestors of information either in person, by telephone or in writing
- Reviews written requests for information and authorizations for release for completeness and compliance with applicable policies, law and regulation
- Selects information from the patient/client record to fulfill requests, applying the “minimum necessary information” standard
- Replies to requestors whose request or authorization is incomplete or invalid, providing direction on the means by which to make the necessary correction
- Documents all release made or denied in the EHR according to policies and procedures
- Scans release information into the patient’s record
- Reviews the work performed by others to assure the quality and consistency of the release of information function
- Calculates fees and prepares invoices for information released, as applicable
- Responds to subpoenas for and assure delivery to the court on the specified appearance date; coordinates and responds to record “audits” initiated by insurance carriers, governmental agencies or internal requestors
- Receives records from other health care providers and distributes to the appropriate clinician for review
- Prioritizes tasks and organizes own work-day for self and others involved in the release of information function
- Archives closed records
- Monitor HIM workload and work queues.
- Serve as subject matter expert on essential HIM functions and workflows.
- Assists with process improvement and standardization of HIM workflow.
- Coordinate with HIM team to ensure deadlines and turnaround times.
- Demonstrate attention to details, keeps a consistently positive and cooperative demeanor in interactions with HIM team members.
- Perform other duties and projects as assigned.
- Bachelor’s degree in Nursing, Public Health, Health Administration or related field required and 3-5 years of experience analyzing and managing data also required. Clinical degree and significant experience in Public Health, Health Administration or related field may be substituted for a bachelor’s degree requirement.
- Skills and proficiency in the use of advanced spreadsheet, database and statistical software and Microsoft Office; knowledge of HIPAA and other laws, statues and regulations pertaining to release of protected health information and Electronic Medical records experience required.
- Excellent customer service and organizational skills. The ability to deal with public in pleasant and effective manner and excellent written and verbal communication skills are essential.
- The selected candidate will be confident working independently, taking the initiative, and have the ability to quickly adapt and learn in an ever-changing technical, contractual, and regulatory environment.
Direction of Others
Category III—Low Risk Position
Generally, works in an office environment with no exposure to bloodborne pathogens
Physical Demands: Requires walking, bending, sitting, standing, writing, reading, telephone use, data input into computer, pulling medical records,
Mental Demands: Ability to cope with continual changing priorities under potentially stressful conditions
Manual Dexterity Required: Ability to use a keyboard, telephone.
External and internal applicants, as well as position incumbents who become disabled, must be able to perform the essential job specific functions (listed within each job specific responsibility) either unaided or with the assistance of a reasonable accommodation to be determined by the organization on a case by case basis.
Fair Haven Community Health Care is an Equal Opportunity Employer. FHCHC does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.