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Health Information Management Specialist

Company Massachusetts Eye and Ear Infirmary
Location Boston, MA
Update 9 Day ago
Coordinates and actively participates in the daily assigned duties of the department to ensure timely delivery and quality of information throughout Mass. Eye and Ear. The Health Information Management Specialist maintains integrity of the Master Patient Index in the Epic system; tracks external audit requests and ensures accurate documentation is extracted from Epic. Responsible for maintaining up-to-date knowledge of all State/Federal laws along with Mass. Eye and Ear policies and procedures pertaining to Privacy, Health Information, and the release of Protected Health Information (PHI).


1. Continuously monitors the timeliness and completeness of the medical record, Epic HIM application and deficiency reports, and department workflows to identify problems and potential solutions (especially related to errors and privacy issues)

2. Communicates and works with outsourced Release of Information (ROI) vendor, Revenue Cycle Directors, Clinic Directors, Director of Patient Access, Privacy Specialist and Compliance auditors and others to solve problems; finds solutions and implements changes to increase productivity and department efficiency

3. Serves as a liaison to the clinical areas for requests and concerns for medical record information assuring optimal availability of medical records for patient care, and researches Epic HIM questions

4. Coordinates and tracks all external audits, i.e. Government and Commercial payers, requests from Mass Health or Department of Public Health (DPH), and Research data. Works to ensure the appropriate documentation is extracted according to the audit request (works with Compliance Department on processing Medicare audits)

5. Works with Patient Access staff to make appropriate demographic updates and ensure the patient data elements are correct

6. Ensures the integrity of the Enterprise Master Patient Index (EMPI): runs daily MEE Epic reports on potential duplicates, assists with correcting erroneous data entry, and works with Partners EMPI team to consolidate duplicate medical record numbers

7. Researches required data elements for deceased patients

8. Assists with maintaining and updating departmental policies

9. Interfaces activities with contracted record storage company to ensure good communication, timely and quality service. Ensures cost containment by requesting all medical records from offsite storage according to the Iron Mountain contractual agreement

10. Maintains storage of paper records and coordinates medical record purges and assesses ongoing need for retention of paper charts

11. Assures and monitors the timely completion of daily medical record activities, including retrieval and delivery of records 72 hours prior to scheduled patient visit

12. Collaborate with ROI vendor to assist in providing appropriate orientation and training to vendor staff

13. Assess adequacy of documentation and queries physicians and other healthcare providers to obtain additional medical record documentation or to clarify documentation to ensure accurate and appropriate records.

14. Evaluates and recommends maintenance, improvements or elimination of departmental practices in order to improve efficiency and effectiveness

15. Collaborates with outsourced ROI vendor and may at times: Answers telephone requests, locates medical records and all loose material; assures the medical record is complete prior to sending out to the department and to ensure ROI workflow completeness

16. Ensures that all health information management practices meet Joint Commission, HIPAA, and related requirements


RHIA or RHIT certification preferred
Experience with hospital outpatient coding, documentation, or billing a plus
Certified Professional Coder (CPC) a plus
3 Years’ experience in health information
Excellent customer service skills
Strong interpersonal and leadership skills
Strong communication and writing skills