Health Information Associate - Medical Records

The Health Information Associate supports the Medical Records/Health Information Management department by performing clerical and document-processing duties. This role focuses on sorting, preparing, scanning, indexing, and quality-checking patient records and loose reports to ensure the electronic medical record is accurate and complete.

Responsibilities include:

• Receive and account for discharge records from inpatient and outpatient surgery units.
• Reconcile loose work received from clinical areas and report issues with timely receipt.
• Prepare records for scanning by organizing document types, removing staples and other fasteners, and separating items that require review.
• Copy damaged documents when needed and prepare difficult-to-scan items for imaging.
• Create and label batches for inpatient, outpatient, and loose reports.
• Scan records according to procedure and maintain scanner readiness through routine maintenance.
• Verify batch preparation, remove items that cannot be scanned, and route errors for correction as needed.
• Index documents accurately to the correct patient, encounter, and document type.
• Ensure scanned records accurately reflect the original paper record.
• Prepare final scanned documents for storage and maintain logs for quick retrieval.
• Review work queues daily to ensure timely processing.
• Cross-train in clerical functions within HIM and support team operations.