The Health Information Management (HIM) Specialist is responsible for supporting the integrity, accuracy, confidentiality, availability, and security of patient health information across the Family of Companies. This position serves as a centralized resource for medical record management, release of information requests, record audits, record corrections, document management, regulatory compliance activities, and health information governance.

The HIM Specialist collaborates with clinical, operational, compliance, quality, legal, and technology teams to support the completeness, defensibility, and compliance of medical records with regulatory requirements, and is readily available to support quality care, audits, accreditation activities, government investigations, payer requests, and business operations.

Essential Job Functions

Medical Record Management

Maintain, organize, and monitor electronic and paper medical records to ensure completeness, accuracy, and compliance.
Review medical records for deficiencies, missing documentation, signature requirements, and documentation quality.
Process record corrections, amendments, and updates in accordance with organizational policies and regulatory requirements.
Support designated record set management and legal medical record maintenance.
Conduct routine medical record quality reviews and audits.

Release of Information (ROI)

Process patient, caregiver, provider, attorney, payer, auditor, and regulatory agency requests for records.
Verify identity, authorization, and legal requirements prior to disclosure.
Coordinate responses to subpoenas, audits, investigations, and regulatory inquiries.
Maintain accurate disclosure logs and documentation of record releases.

Compliance and Risk Management

Ensure compliance with HIPAA, state privacy laws, medical record retention requirements, accreditation standards, and organizational policies.
Identify and escalate risks related to documentation, privacy, security, or record management practices.
Participate in internal and external audits and corrective action activities.
Support regulatory readiness and audit preparedness initiatives.

Data Integrity and Documentation Oversight

Monitor data quality and documentation standards within electronic medical record systems.
Assist departments with documentation questions, record requirements, and best practices.
Identify trends, recurring deficiencies, and opportunities for improvement.
Support implementation of documentation standards and workflows.

Systems and Process Support

Collaborate with Product Management, clinical teams, and operational teams regarding medical record functionality and improvements.
Participate in testing, implementation, and optimization of record-related workflows and technologies.
Assist with document management, scanning, indexing, and records retention processes.

Education and Customer Service

Provide guidance to staff regarding medical record requirements, release of information procedures, and privacy standards.
Respond professionally and timely to internal and external record requests.
Promote a culture of compliance, confidentiality, and quality documentation throughout the organization.

Qualifications

Minimum Education, Experience & Training Equivalent to:

High School Diploma/GED required; Bachelor's degree preferred.
Minimum two (2) years of experience in health information management, medical records, healthcare compliance, revenue cycle support, or related healthcare operations.
Experience with electronic health record (EHR/EMR) systems required.
Experience processing release of information requests preferred.
Experience supporting audits, accreditation, quality, or payer requirements preferred.
Certifications (Preferred):
- Registered Health Information Technician (RHIT)
- Registered Health Information Administrator (RHIA)
- Certified Healthcare Privacy and Security (CHPS)
- Certified Professional in Healthcare Information and Management Systems (CPHIMS)

Additional Requirements:

Knowledge of HIPAA privacy and security regulations.
Knowledge of medical record standards, documentation requirements, and health information management principles.
Understanding of healthcare regulatory and accreditation requirements.
Strong attention to detail and accuracy.
Excellent organizational and time management skills.
Ability to manage sensitive and confidential information.
Strong written and verbal communication skills.
Ability to work independently while managing multiple priorities.
Proficiency with Microsoft Office applications and electronic health record systems.
Ability to analyze records, identify deficiencies, and recommend corrective actions.

Requests:

Must be able to communicate effectively within the work environment, read, and write using the primary language within the workplace.
Visual and auditory ability to work with clients, staff, and others in the workplace continuously.
Frequent speaking and listening (25-75%) to clients, staff, and others in the workplace.
Utilize computer and cell phone for effective communication.

Knowledge, Skills & Abilities (organized by our company values):

Community oriented:

Appreciates and demonstrates collaboration across teams.
Serves as a role model, bringing our core values to life in your work.
Work in an exciting, fast paced high energy environment while effectively multitasking and managing day-to-day responsibilities without supervision.
Personable; able to work comfortably with individuals at all levels within the organization.
Excellent verbal and writing communication skills; frequent proofreading and checking documents for accuracy.

Equity informed:

Approaches work with a growth mindset, welcome feedback, and understand that humans all have biases and are imperfect as a baseline.
Sensitivity to working with an ethnically, linguistically, culturally, and economically diverse population.

Bold:

Navigates ambiguity with an excitement for problem solving.
Commitment to meet agreed upon deadlines on time or ahead of schedule.
Transparent on action, pursuits, and outcomes.
A commitment to the values of the organization while demonstrating good judgment, flexibility, patience and discretion when dealing with confidential and sensitive matters.

Wellbeing driven:

Willingness and commitment to self-reflection and re-thinking.
Ability to understand your physical, mental, social, and financial wellbeing needs with a willingness to co-create boundaries that allow you to sustainably show up and honor your humanity.
Capacity to contribute to and help cultivate effective + sustainable wellbeing driven spaces.
Commitment to managing a remote schedule that aligns with PST business hours, ensuring your availability supports a healthy team rhythm and effective cross-functional partnership.

Conditions of Employment

Ability to obtain and maintain criminal record clearance through the Department of Justice (DOJ). The People & Performance Department must analyze DOJ/FBI live scan reports in accordance with applicable Federal, State, and Local laws, as well as fitness for the position.
Ability to obtain and maintain clearance through the Office of Inspector General.
Must attend any required training.

Time Type:

Full time

Compensation:

$30.00 - $40.00 Hourly

The statements contained in this job description reflect general details as necessary to describe the principal functions of this job. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas as deemed fit for the organization.

Catalight is an equal opportunity employer.

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Join our journey to create a more equitable world.

Our Values
Bold, Community-Centered, Equity-Informed, Wellbeing-Driven.

Our Purpose
Breaking Down Barriers and Biases for a More Equitable World.

Benefits

Comprehensive compensation package including development programs, team support, career advancement. Learn More

Our Culture

Our team ensures that individuals and families impacted by disabilities receive high-quality services.

Our Locations

Offices throughout Northern California: Walnut Creek, Burlingame, Dublin, Lakeport, etc.

More than a career

Are you looking for more than just a job?

Join a team that works together to ensure individuals and families impacted by disabilities achieve their personal goals and gain greater independence. We invest in our employees with benefits that go beyond medical coverage and paid time off to include individual development programs, great team support and opportunities for career advancement.

About Catalight

At Catalight, we create a more equitable world so people with developmental disabilities can choose their paths. We break down barriers and biases, provide access to innovative, individualized care, clinical research and advocacy. We’re more than a provider of person-centered care. We’re a human-centered social enterprise made up of idea generators, curiosity seekers and lifelong explorers who help advance access to critical services and support for people with developmental disabilities.

Health Information Management Specialist