Office Assistant - Health Information Management

Responds to requests for copies of all inpatient and outpatient medical information within the guidelines provided by law and hospital policy. Acts as department liaison for purchasing, discharged charts and records warehouse. Assembles and analyzes all inpatient charts, assuring accurate chart completion in compliance with Joint Commission, state and other regulatory agencies.

Work schedule is Mon-Fri 8:30am-4:30pm.

Ensures release of information requests (Attorneys, Physicians, Patients, Subpoenas, Court Orders, Insurance, etc) are fulfilled by gathering documentation accurately and timely according to law and hospital policy.
• Maintains correspondence computer system to accurately track correspondence requests.
• Ensures that each request for release of information includes a HIPAA compliant authorization for disclosure of the requested copies.
• Stays informed of policies and updates for sensitive data, HIPAA and State & Federal Regulations.
• Reviews weekly outstanding requests to ensure all requests are processed according to guidelines provided by law and departmental policies.
• Performs a quality check on medical records to ensure required documentation (H&P, D/C Summary, Orders, Progress Notes) is present and complete.
• Answers all incoming telephone and written request inquiries concerning the release of medical record information.
• Obtains medical records from off-site facilities as requested.
• Utilizes scanning equipment to maintain completed requests in the electronic medical record within 10 days.
• Performs CD Data burning to release information in electronic format.
• Releases and receives protected health information in a secure manner via email.
• Handles correspondence reports. Receives and sorts all correspondence requests. Verifies treatment date(s) in the computer data base.
• Assigns priorities for response and adheres to established standards.
• Assists customers who present in the HIM department for copies of medical records.
• Accurately loads practice set up forms to the HIE Manager.
• Ensures release of information requestsare fulfilled by gathering documentation accurately and timely according to law and hospital policy.
• Ensures that each request for release of information includes a HIPAA compliant Outstanding authorization for disclosure of the requested copies.
• Stays informed of policies and updates for sensitive data, HIPAA and State & Federal Regulations.
• Answers incoming telephone inquiries concerning the release of information and inquiries regarding the patient portal.
• Provisions patients accurately and timely for the patient portal.
• Assists in identifying physician practices to promote HIE access to. Contacts physician offices. Reports outcomes to manager weekly/monthly.
• Assists in maintaining the integrity of the medical records in the health information exchange portal.
• Utilizes scanning equipment to maintain completed requests for release of information, patient portal and physician access to the HIE.
• Provides reports from Veracity to help assist in the focus of payments & recoupment from RAC.
• Releases and receives protected health information in a secure manner via email or secure message.
• Assists customers who present in the HIM department for copies of medical records.
• Demonstrates the ability to utilize all medical record systems.
• Utilizes effective and efficient customer service skills for all internal and external customers.
• Demonstrates ability to complete job function of a cross-trained position.
• Demonstrates proficiency in complying with state and federal regulations associated with medical records.
• Demonstrates proficiency in receiving, sorting, and prioritizing all incoming requests for information.
• Demonstrates proficiency in complying with HIM Department Policy & Proced

• High School graduate or equivalent training required
• Minimum six months clerical experience in a Medical Record department

CentraState Healthcare System, in partnership with Atlantic Health System, is a fully accredited, not-for-profit, community-based health system dedicated to providing comprehensive health services in central New Jersey. Beyond offering a wide range of advanced diagnostic and treatment options, CentraState is committed to being a valuable health partner, focusing on disease prevention, promoting healthy behaviors, and helping individuals of all ages live well.

Located in Freehold, CentraState includes a 284-bed acute-care hospital, a dynamic health and wellness campus, two award-winning senior living communities, a charitable foundation, and convenient satellite health pavilions. These pavilions offer primary care, specialty physician practices, and access to outpatient services such as lab work and physical therapy.

CentraState is proud to be among the less than two percent of hospitals nationwide to earn Magnet designation for nursing excellence five times. Additionally, it has been recognized as a Great Place to Work-Certified Company by Great Place to Work for four consecutive years.

Joining CentraState means becoming part of a pioneering healthcare facility committed to high-quality, patient-focused care. We invite you to make a difference in our community and advance your career with us. We support our employees with work/life balance initiatives, tuition assistance, career advancement opportunities, and more.

Discover why our employees love their jobs and being part of the CentraState family!

CentraState Health System offers a competitive and comprehensive Total Rewards package that supports the health, financial security, and well-being of all team members.

What We Offer:

• Medical, Dental, Vision, Prescription Coverage (30 hours per week or above for full-time and part-time team members)
• Life & AD&D Insurance
• Long-Term Disability (with options to supplement)
• 403(b) Retirement Plan with employer match
• 401(a) Retirement Plan with employer contribution
• PTO
• Tuition Reimbursement
• Well-Being Rewards
• Employee Assistance Program (EAP)
• Fertility Coverage, Healthy Pregnancy Program
• Flexible Spending & Commuter Accounts
• Pet, Home & Auto, Identity Theft and Legal Insurance
• Growth Opportunity and Workforce Development Initiatives
• Continuing Education / Onsite Training
• A warm, welcoming company culture based upon mutual respect and a collaborative goal of providing excellent patient care
• Concierge Services with Work & Family Benefits
• Magnet recognized healthcare facility

Compensation Range: $16.00 - 25.60 per hour

The compensation above reflects the established range from CentraState Healthcare System (CSHS) for this position at the time the job was posted. CSHS considers many factors to determine compensation, including education, experience, skills, licenses, certification, and training. As such, team member compensation may fall outside this range.

Additionally, the compensation range reflects base salary and does not include extra shift rates or incentives tied to quality, productivity, etc., as applicable.

The benefits outlined also reflect CSHS' policy at the time of posting. Benefits as are made available to other similarly situated team members of CSHS, although participation is at all times in accordance with and subject to the eligibility and other provisions of such plans and programs. CSHS may modify its benefits plans or programs at any time.

CSHS is proud to comply with all pay equity and pay transparency laws.