Patient Health Information Coordinator

Position Summary

The Patient Health Information Coordinator supports the accurate, secure, and compliant management of participant health records across Mary's Center. This role is responsible for maintaining the integrity, confidentiality, accessibility, and timely processing of health information to support quality patient care, operational efficiency, and regulatory compliance.

Reportability

Patient Health Information Coordinator reports directly to the Patient Health Information Manager.

Duties and Responsibilities

• Manage patient health information lifecycle, including creation, maintenance, accuracy, storage, retrieval, and secure destruction of records.
• Ensure compliance with all applicable laws and regulations (HIPAA, HITECH, state privacy laws, and organizational policies).
• Support data quality and accuracy through timely indexing, chart review, reconciliation, and documentation maintenance within EHR systems. Ensure timely completion of requests, indexing, and exemptions within vendor services.
• Coordinate Release of Information (ROI) requests, ensuring proper authorization, verification, and documentation; respond to requests in a timely and compliant manner.
• Support clinical teams with accurate, accessible chart data, including problem lists, medication lists, immunizations, labs, and visit history.
• Manage patient identifiers, chart organization, and chart reconciliation to prevent duplicate records and ensure continuity of care.
• Liaise with billing and coding teams to ensure correct documentation for claims and quality reporting while protecting patient privacy.
• Provide workflow guidance and support to staff regarding HIM processes, EHR documentation practices, and privacy proceduresWork with PHIM to generate and analyze reports (e.g., confidentiality breaches, access logs, denied ROI requests, data quality metrics) to inform leadership and program improvements.
• Support implementation of workflow updates, system enhancements, and privacy safeguards in collaboration with operational and IT teams. Stay current on regulatory changes and industry best practices related to health information management.
• Support timely communication and coordination related to medical records, release of information requests, and documentation needs.
• Perform other duties as assigned by immediate supervisor.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required.

Education and/or Experience -

• High school diploma or GED required.
• Associate degree or coursework in Health Information Management, Healthcare Administration, Medical Office Administration, or a related field preferred.
• Minimum of 1-2 years of experience in health information management, medical records, patient registration, healthcare administration, or a related healthcare setting required.
• Experience working with electronic health record (EHR) systems strongly preferred.
• Proficiency in Microsoft Office and electronic health record (EHR) systems required.
• Knowledge of HIPAA, release of information (ROI), and medical records retention requirements ues and HIPAA compliance/regulations are essential.
• Ability to manage multiple priorities in a fast-paced healthcare environment.
• Experience with EHR systems and medical records workflows preferred

Language Requirement: Ability to communicate effectively in English is required. Ability to communicate effectively in at least one language commonly spoken by participants served by the program (e.g., Spanish or Amharic) is strongly preferred or required based on operational needs.

Physical Demands- Regularly required to sit; frequently required to reach with hands and arms, walk, stoop, kneel, crouch, talk or hear; must be able to lift objects up to thirty (30) pounds. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Work Environment- Mostly in a typical office setting with quiet to moderate noise level.

The Benefits:

• Health Insurance: medical, dental & vision - plus retirement options through 403(b) contribution and investment opportunities
• 25 days of paid leave annually (in addition to paid holidays), plus 5 educational days
• Tuition reimbursement of $2,000/year towards education assistance and professional development. Reimbursement is pro-rated based on the employee's regularly scheduled hours worked per week
• Transportation subsidy via metro & bus
• Employee Assistance Program (EAP)