Health Information Management (HIM) Specialist

Health Information Management (HIM) Specialist

Department: Revenue Cycle
Supervisor: Revenue Cycle Director
FLSA Status: Non-Exempt
Location: Great Falls, MT
Schedule: Full-Time | Monday – Friday | 40 hours per week

About Alluvion Health

Alluvion Health is a Federally Qualified Health Center (FQHC) committed to improving lives through integrated, whole-person care. Our team provides medical, dental, behavioral health, and substance use disorder (SUD) services in Great Falls and surrounding communities. We believe in compassion, respect, integrity, support, and autonomy — values that drive our work every day.

Summary

The Health Information Management (HIM) Specialist is responsible for maintaining an efficient medical record filing system and ensuring all health care information in medical record files is current, complete, and accurate. This role requires exceptional attention to detail, accuracy, and timeliness when managing records, files, and correspondence. The HIM Specialist handles sensitive and confidential information daily and must maintain strict confidentiality in accordance with HIPAA regulations.

This position involves minimal public contact but includes answering incoming phone calls related to medical records requests and assisting providers, staff, and patients as needed. The HIM Specialist supports Alluvion Health’s mission by ensuring patient records are secure, accurate, and readily accessible to support whole-person care across our integrated healthcare model.

Key Responsibilities

Medical Records Management

• Organize, maintain, and oversee the accuracy of electronic health records (EHR) and paper documentation.
• Ensure all patient records are correctly documented, coded, and stored securely in compliance with HIPAA guidelines.
• Retrieve, distribute, and refile medical records for appointments, phone requests, and diagnostic reports (e.g., lab, imaging).
• Copy, scan, fax, and email medical materials as necessary.

Administrative & Data Support

• Complete insurance prior authorizations for diagnostic imaging and procedures when requested.
• Perform accurate data entry within medical practice software and other systems.
• Transmit documents and correspondence electronically or by fax as needed.
• Assist with record audits to ensure compliance with internal and external requirements.

Training & Compliance

• Implement and follow policies and procedures that safeguard patient confidentiality and support HIM best practices.
• Provide guidance and training to new or current staff on policies for record retrieval, storage, and EHR system use.
• Conduct regular compliance checks to ensure adherence to privacy laws and documentation standards.
• Mentor students and interns during job shadowing or practicum experiences.

System Support & Improvement

• Collaborate with IT professionals to maintain and troubleshoot health information systems, including EHR software.
• Analyze health information data to identify trends, patterns, and areas for improvement.
• Partner with the Revenue Cycle and Quality teams to enhance data accuracy, completeness, and workflow efficiency.

Record Requests & Communication

• Review and process requests for medical information, ensuring compliance with HIPAA and Alluvion Health policies.
• Respond to inquiries related to medical record requests or prior authorizations promptly and professionally.
• Support staff and providers by providing timely access to necessary records and information.

Knowledge, Skills, and Abilities

Knowledge and Understanding of:

• Medical records and health information management practices.
• Medical terminology and documentation standards.
• HIPAA, confidentiality, and regulatory compliance requirements.
• General medical office procedures and practices.
• Microsoft Office Suite (Word, Excel, Outlook) and EHR software.
• Customer service principles and professional communication standards.

Skills:

• Strong organization, data entry, and filing skills.
• Excellent attention to detail and accuracy.
• Effective communication, both written and verbal.
• Proficiency with office machines and computer systems.

Ability to:

• Maintain confidentiality and adhere to privacy standards.
• Prioritize multiple tasks and manage competing deadlines.
• Remain calm and professional under pressure.
• Work independently while collaborating effectively with others.
• Establish and maintain positive working relationships with staff, patients, and the public.

Education, Experience, and Qualifications

• Associate of Applied Science Degree in Health Information Technology (HIT), Certificate of Applied Science in Health Information Management (HIM), or related field preferred.
  OR
• Two (2) years of training or work-related experience in health information management, medical records, or medical office settings.
• Experience in a Federally Qualified Health Center (FQHC) or healthcare environment preferred.

Certifications:

• Valid Montana driver’s license required.
• Certified Health Information Manager (CHIM), Registered Health Information Technician (RHIT), or Registered Health Information Administrator (RHIA) preferred.

Physical Requirements

• Regularly required to sit and use hands/fingers to operate computers.
• Frequently required to reach with hands and arms.
• Occasionally required to lift/move up to 40 pounds.
• Requires close vision, long periods at monitors, and ability to adjust focus.
• Must be able to communicate clearly and travel between clinic sites as needed.

Working Conditions

• Work primarily indoors in a climate-controlled environment.
• OSHA Exposure Category #2 (no routine exposure to blood or body fluids; possible exposure may occur).

Work Hours

• Full-time, non-exempt; typically 40 hours per week.

Why Join Alluvion Health

At Alluvion Health, we believe in providing whole-person care and empowering our community through compassion, integrity, and teamwork. As a Health Information Management Specialist, you’ll play a critical role in maintaining the integrity and security of patient health information that supports our integrated healthcare model. Join our team and be part of a mission that truly makes a difference.

Salary : $19 - $22