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ProMedica Health System HIM Coordinator III - HIM Operations - Full Time - Days in Sylvania, Ohio

The HIM Coordinator III performs the duties related, but not limited to, the retrieval and distribution of medical record information needed for patient care, insurance, personal retention, research, and legal purposes. Release patient health information appropriately to requesters according to State and Federal regulations as well as Departmental Policies and Procedures. This position also involves extensive customer service such as answering the telephone, providing assistance to customers regarding the status of requests for release of information, accurately relaying the process that needs to be followed to obtain medical information, assisting a customer onsite by gathering their medical records for release and facilitating payment for those records, and speaking with physicians or other healthcare entities regarding requests for records.

Primary Duties:

  • Ensures authorizations for release of health information are HIPAA and State compliant and releases patient information in accordance with minimum necessary guidelines

  • Ensures mode by which information is released (fax, mail, UPS, or electronic) is appropriate for the nature of the request

  • Maintains and Ensures up to date knowledge of HIM practices, regulatory & applicable laws used in processing ROI requests and protecting the confidentiality of PHI

  • Verifies and identifies authority of requesters of information as well as using appropriate methods to identify patient and dates of service to be released.

  • Retrieves medical records, microfilm and/or electronic records as needed for the requesters by utilizing appropriate electronic health information repository or HIM-specific application

  • Accurately assemble the official medical record upon request in accordance with policy for regulatory reviews and court appearances.

  • Performs quality checks on records before printing/copying the medical record, prior to release of health information.

  • Contacts appropriate department to have any quality issues reviewed prior to completing the request

  • Log all requests received and processed into the release of information database, capturing all of the required fields.

  • Forward all requests for information not stored in the Health Information Management Department to its appropriate location for processing.

  • Provides information in a timely manner to meet needs of customer and to stay within designated HIPAA time frames for release of information.

  • When processing billable requests, ensure that the correct billing tier was selected for the request and know when a requester should be pre-billed.

  • Keep track of outstanding pre-billed requests and call requesters as a reminder that payment is due.

  • Process payments for medical records as per the HIM Departmental procedure; ensure that all payments are posted

  • Performs other duties as requested.

General Information/Qualifications:

  • Associate Degree in health information Technology or related field preferred or 2 years Healthcare exp. required

  • RHIT/RHIA Preferred

  • Public Notary Preferred

  • Medical terminology required

  • Demonstrated typing competency 40 WPM

  • Ability to multi-task and work well in high-stress situations

  • Must possess good organizational and priority setting skills and exercise independent judgment with minimal guidance and supervision

  • Must be able to move about facilities, between workstations and occasional travel between department satellite locations

  • Must be able to occasionally move, lift and/or carry medium weight objects and materials weighing 30lbs

  • Must be able to understand directions, communicate and respond to inquiries; requires effective self-motivation and interpersonal skills.

  • Must be able to input and retrieve information from computer

  • Must maintain knowledge of current Health information technology and healthcare trends

ProMedica is a mission-based, not-for-profit integrated healthcare organizational headquartered in Toledo, Ohio. For more information, please visit

Qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, religion, sex/gender (including pregnancy), sexual orientation, gender identity or gender expression, age, physical or mental disability, military or protected veteran status, citizenship, familial or marital status, genetics, or any other legally protected category. In compliance with the Americans with Disabilities Act Amendment Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a job with ProMedica, please contact

Equal Opportunity Employer/Drug-Free Workplace

Requisition ID: 59776