HIM Technician-Document Imaging

The HIM Technician–Document Imaging is responsible for ensuring the accuracy, completeness, and integrity of the electronic health record by preparing, scanning, indexing, and validating medical record documentation for both acute and ambulatory services in Meditech Expanse. This position supports timely availability of health information by managing incoming records, monitoring HIM work queues, processing HIM faxes, and maintaining imaging workflows in accordance with organizational policy and HIPAA regulations.

This role includes transporting paper records from clinical departments to the HIM office, uploading surgical photos and external documentation, and supporting health information exchange tasks. The HIM Technician plays a key role in maintaining compliant, high-quality medical records and supporting continuity of patient care.

Essential Job Duties and Responsibilities

• Document Preparation & Scanning
  • Prepare, scan, and import medical records into Meditech Expanse for both hospital and ambulatory encounters.
  • Ensure all pages are legible, properly oriented, and captured with appropriate metadata.
  • Perform quality checks to validate accuracy, clarity, and completeness of scanned images.
• Indexing & Chart Assignment
  • Accurately index documentation to the correct patient, encounter, and document type.
  • Utilize Meditech Expanse work queues to assign, correct, and route documents in a timely manner.
  • Resolve mismatched or misfiled documentation to maintain EHR integrity.
• Record Retrieval & Transportation
  • Retrieve charts from clinical departments and transport them safely to the HIM office.
  • Monitor and respond to chart pick-up needs throughout the facility.
• Fax & Image Management
  • Monitor incoming HIM faxes; process, upload, and index documentation to the correct patient record.
  • Upload and correctly label surgical photographs and additional images submitted by clinical staff.
• Health Information Exchange (HIE) Support
  • Work assigned IHIE queues daily, reconciling and indexing external documents sent through IHIE or other exchange platforms.
• Compliance & Privacy
  • Maintain strict confidentiality of all health records and comply with HIPAA, organizational policies, and state/federal regulations.
  • Demonstrate sound judgment when handling sensitive patient information.
• General HIM Support
  • Assist with record correction requests, missing document follow-up, and record integrity tasks as needed.
  • Maintain a clean, secure, and organized workspace for all imaging equipment and documents.
  • Perform additional HIM duties as assigned to support department operations.

Minimum Qualifications

Education

• High school diploma or GED required.

Experience

• Previous experience in health information management, document imaging, or medical office work preferred but not required.
• Familiarity with Meditech Expanse or similar EHR system is a plus.

Skills & Competencies

• Strong attention to detail and accuracy.
• Ability to work with confidential information safely and appropriately.
• Basic understanding of HIPAA privacy requirements.
• Comfortable navigating computers, scanners, and imaging software.
• Ability to organize, prioritize, and complete tasks independently.
• Basic medical terminology preferred.
• Typing/keyboarding ability (25 wpm preferred).

Licenses/Certifications

• RHIT or related HIM credential not required but considered a plus.

Physical Requirements

• Ability to lift and transport paper charts and boxes up to 25 pounds.
• Frequent walking between clinical areas and HIM department.
• Ability to sit or stand for extended periods while scanning or indexing records.