Works under the supervision of the Medical Records Manager/Vital Records to process confidential patient medical record requests from authorized parties in a secure, accurate, and timely manner, in compliance with Shelby County policies and applicable federal and state laws, including HIPAA.

Pay Grade: 42

Salary Commensurate with Experience and Education

Minimum Qualifications

• Two (2) years of experience in health information management, AND

• Associate’s degree from an accredited college or university in public health, health administration, health information management, or a closely related field; OR

• An equivalent combination of related education and/or experience.

• Must possess a current certification from the American Health Information Management Association (AHIMA).

• Must possess a Notary Public designation or obtain within six (6) months of employment.

• Registered Health Information Technician (RHIT) credential is preferred.

• PROOF OF EDUCATION, TRAINING, AND/OR EXPERIENCE IS REQUIRED.

Duties and Responsibilities

• Performs Health Information Management (HIM) functions, including retrieving, maintaining, and processing medical records.

• Reviews and verifies the validity and completeness of authorizations and requests from patients, providers, insurers, and legal entities.

• Processes medical record requests accurately and within established turnaround times.

• Scans, indexes, and maintains medical records in accordance with established procedures.

• Conducts audits to ensure documentation compliance; reports findings and follows up on deficiencies.

• Identifies and escalates system or process issues to the Medical Records Manager for resolution.

• Ensures compliance with HIPAA, state laws, and organizational confidentiality policies.

• Provides HIPAA training for all employees and new hires.

• Provides professional customer service and serves as a resource for medical records and HIM-related inquiries.

• Performs other related duties as required or directed.

KSAs

• Knowledge of medical records and the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

• Knowledge of administrative and clerical procedures.

• Ability to communicate effectively with diverse populations, including individuals with limited English proficiency.

• Ability to prepare reports, present information, and respond to sensitive inquiries.

• Ability to maintain confidentiality and comply with applicable policies and regulations.

• Ability to prioritize tasks, meet deadlines, and adapt to changing operational needs.

• Possess strong analytical, critical thinking, and problem-solving skills.

• Proficient in the use of the Electronic Health Records (EHR) platforms.

• Proficient in Microsoft Office (Word and Excel) and other County software applications.

Special Requirements

• Must possess a current certification from the American Health Information Management Association (AHIMA).

• Must possess a Notary Public designation or obtain within six (6) months of employment.

• Must be able to work at multiple locations, as required.

• Must be able to type 25 words per minute.

• Must maintain all required licenses, certifications, and training credentials throughout the duration of employment. 

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