Health Information Management (HIM) Coordinator

New Health Information Management (HIM) Coordinator Position Open

Job Title: Heath Information Management (HIM) Coordinator

Department: Quality Improvement

Time Commitment: Full-time

Reports To: HIM Manager

FLSA Status: Exempt

Location: All CHWP Sites

POSITION SUMMARY

Community Health & Wellness Partners (CHWP) utilizes a team-based care model to support whole-person, patient-centered care. The Health Information Management (HIM) Coordinator serves as the primary resource for managing the lifecycle of patient health information, including confidentiality, transfer, maintenance, retention, and destruction. This role oversees both HIM documents and referral workflows, ensuring timely and accurate processing of medical records, release of information requests (ROI), incoming and outgoing referrals, and FMLA/disability documentation. The HIM Coordinator provides daily direction and support to HIM Specialists, collaborates closely with clinical teams, and ensures compliance with organizational, state, and federal regulations.

PRIMARY ACCOUNTABILITES

Achieve Results

• Meet or exceed measurable care standards, including accuracy, productivity, and quality goals.
• Ensure appropriate, timely, and accurate management of patient information, charting, and associated documentation.
• Support CHWP in the use of EHR and health information tools to improve patient outcomes.
• Monitor and evaluate HIM productivity and performance metrics.
• Guide adoption and implementation of health information processes that support organizational goals.

Operational Excellence

• Maintain and enforce policies and workflows supporting confidentiality, release of information, record retention, HIPAA compliance, and data security.
• Establish processes to receive, document, investigate, and respond to privacy-related reports or complaints.
• Support continuous improvement by recommending process redesigns, identifying gaps, and strengthening efficiencies.
• Ensure timely and compliant processing of patient FMLA/disability requests.

Relationship Management

• Promote strong communication and collaboration between HIM, referrals, and other CHWP care teams.
• Ensure responsive communication with patients and outside agencies related to referrals, ROI, and documentation needs.
• Support team-based care and maintain highly professional, respectful working relationships across departments.

Professionalism & Stewardship

• Uphold CHWP mission, values, and corporate policies at all times.
• Maintain compliance with HIPAA and all federal/state regulations.
• Model professionalism and accountability in all job functions.

PRIMARY TASKS

• Coordinate daily HIM operations, ensuring timely, accurate completion of tasks.
• Process and track release of information (ROI) requests in compliance with HIPAA.
• Process, monitor, and track incoming/outgoing patient referrals; communicate status with patients and providers.
• Receive, organize, document, and import medical documents into the EHR with a high level of accuracy.
• Serve as the lead contact for processing FMLA and disability documentation; maintain documentation logs.
• Oversee and support the maintenance, retention, and destruction of medical records.
• Maintain awareness of patient confidentiality throughout all HIM and referral workflows.
• Recommend and update HIM policies, workflows, and departmental procedures.
• Identify, address, and assist with training needs related to HIPAA, confidentiality, document import accuracy, ROI, referrals operations, and FMLA processes.
• Measure and report HIM quality indicators; develop plans to address findings.
• Supervise and provide oversight, support, and feedback to HIM Specialists.
• Serve as liaison between HIM and other departments to resolve issues related to data accuracy, referrals, or information requests.
• Assist with development of internal audits and participate in quality-related committees or projects.
• Perform role duties with minimal supervision and maximum accountability.
• Engage in certification projects, i.e., PCMH, Joint Commission
• Engage in all corporate compliance requirements of Community Health & Wellness Partners

ESSENTIAL DUTIES AND RESPONSIBILITES

• Ensure timely and accurate maintenance of health records, referrals, ROI, and form processing.
• Promote compliance with HIPAA, confidentiality standards, and regulatory requirements.
• Provide high-quality guidance and support to HIM Department.
• Strong interpersonal and relationship-building skills.
• Ability to professionally manage challenging interactions.
• Excellent problem-solving and critical-thinking abilities.
• High attention to detail and accuracy in documentation.
• Strong verbal and written communication skills.
• Ability to compile, validate, analyze, and summarize data from multiple sources.
• Understanding of healthcare operations and quality improvement principles.
• Understanding of Federal FMLA/Disability guidelines
• Ability to manage multiple priorities in a fast-paced environment.
• Cultural competence and commitment to serving diverse populations.
• All other duties assigned by Leadership, Management or Administration.
• Participate in aspects related quality compliance, improvement and risk management for FQHC, PCMH, NCQA, and organizational quality programs and initiatives.

QUALIFICATION AND REQUIREMENTS

Education

• Minimum Education – High School diploma or equivalent
• Preferred, Health Information Management knowledge.

Equivalent Experience

• Minimum of 3 years’ experience in healthcare environment that included experience with scheduling/registration, clinical document processing and referrals management.
• Minimum of 1 year experience processing patient FMLA/Disability requests.
• Medical office billing, registration, scheduling, referral management, FMLA management or document management could be substituted for form certification, provided there is demonstrated knowledge.

Additional Knowledge

• Familiarity with CPT and ICD coding
• Understanding of Microsoft Office products; Windows; Internet and Intranet; various applications, systems, and hardware as assigned at CHWP for healthcare purposes.
• Experience in Reporting and Data Analysis preferred
• Experience with HIPAA compliance preferred
• Knowledge of health information systems (e.g., eClinical works, EHR Interfaces, etc.)

Certificates and Licenses

• Valid Ohio driver's license
• BCLS Certified preferred
• Preference given to applicants with nursing licensure

Professional

• Commitment to CHWP’s mission of providing whole-person, patient-centered care.
• Alignment with CHWP Values (BLESSED):

Be welcoming

Listen with heart

Educate patients

Serve with excellence

Share best practices

Eliminate barriers

Develop relationships

• Ability to manage multiple responsibilities and emergency situations successfully

Physical/Environmental

• Occasional lifting of 40 – 50 lbs. and pushing of 5-20 lbs.
• Sitting, standing, and walking approximately 80% of the time
• Bending and reaching approximately 20% of the time
• Normal accessibility and mobility throughout the region required
• Normal overtime/extended work hours
• Travel is required between all CHWP locations as needed.

Blood Borne Pathogen Exposure (Please Check One)

• _____ Category I: Job classification includes ALL employees who have occupational exposure* to blood borne pathogens* (blood or body fluids) while performing their job duties.
• _____ Category II: Job classification includes employees who are likely to have SOME occupational exposure to blood borne pathogens because Category I tasks may occasionally be required.
• ___X__ Category III: Job Classification includes those employees who perform jobs and tasks where NO CONTACT with blood borne pathogens occurs, and Category I and Category II tasks ARE NOT a condition of employment.

SUPERVISORY RESONSIBILITES

Supervises staff in the HIM Department including Health Information Specialists and Referral Specialists.

WORK ENVIRONMENT

The work environment is consistent with typical administrative and clinical support settings within a healthcare organization. This position is primarily office-based, with work performed at a computer in a clinical or administrative area. It may involve frequent interaction with internal departments and occasional phone communication with patients or external providers. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Work hours

This is a full-time position, non-exempt. The Health Information Management Coordinator will work hours are Monday through Friday, with shifts scheduled between 7:00 AM and 5:30 PM, depending on clinic needs and staff availability. Weekend or evening hours are not typically required for this role. Assignment meets and travel are a part of this position.

Wages

Starting wages for Health Information Management Coordinator will be negotiable based on Community Health & Wellness Partners pay policies and factors such as education and experience, national and state average compensation recommendations based on location and region.

Introductory Period

Ninety (90) calendar days probationary period. The successful completion of the introductory period does not alter employment status. This probationary period may be waived or reduced if the employee transfers into this role through a lateral position change or promotion.

EQUAL OPPORTUNITY EMPLOYER

Community Health & Wellness Partners is an Equal Opportunity Employer.