Health information Management FAQ

Health information Management-HIM Department FAQ

What is a Health Information Management (HIM)?

Formerly known as Medical Records, the Health Information Management team members protect the security of medical records to ensure that confidentiality is maintained following HIPAA regulations. The HIM team collects, sorts, indexes, and distributes any incoming records and/or forms within the office or through the EMR, making sure the right information gets to the right chart, provider, or patient. The process releases and requests health information in accordance with Westside Family Healthcare policies and HIPAA regulations.

What are the different roles on the team and their associated responsibilities?

Health Information Management Specialist (HIMS)

The Health Information Management (HIM) Specialist I gathers, processes, and maintains patient medical records in compliance with ethical, legal, and HIPAA confidentiality regulations. The HIMS processes and maintains all forms via encrypted spreadsheets; keeping track of the type of form, which provider has the form, and turnaround time of the forms. HIMS will serve as a liaison between patients and providers for form completion (or if appointments are needed for form completion). Forms may take up to 2 weeks to complete.

Health Information Management Analyst (HIMA)

The Health Information Management Analyst (HIMA) manages and indexes all patient medical documents scanned into the Electronic Medical Records (EMR) system by the HIM Specialists and processes incoming faxes via the EMR fax queue, reconciling incoming interface lab, procedure, and transcription results. HIMA assists with troubleshooting and resolving complex problems associated with reconciling interface procedures and lab results. HIMA additionally runs reports such as Newborn Screening/HMD results, New Pediatric Immunization reports, Health Maintenance/Care Gap-Cologuard reports, Determination Disability Security releases, STD/LIMS reports, and external medical records email.

What is a Lead Health Information Management Specialist (Lead HIMS)?

The Lead Health Information Management (HIM) Specialist mentors and oversees the Health Information Management (HIM) Specialists. The Lead is responsible for assisting the other HIM Specialists with their daily duties, processing patient records, managing small projects, assisting with the optimization of protected health information workflows, overseeing the release of health records to third parties, and ensuring compliance with all applicable state and federal regulations and following HIPAA and HITECH privacy rules. They also mentor and guide the HIMS specialists, working with the Manager of HIM to screen, train, monitor work performance, and provide ongoing performance feedback evaluations. They provide backfill coverage when the primary site-based HIM Specialist is out on leave. Serve as subject matter expert and escalation contact for duties of the HIM Specialist and collaborate with other departments at the site level.

How do we maintain the release/request of records?

The HIM team obtains and documents written/verbal authorizations for the release & request of records for continuity of care to/from the patient, provider, and/or covered entities. Please refer to RC-110 Medical Release of Protected Health Information Policy.

How long does it take to receive records?

Release/Request for records may take up to 2 weeks. HIMS may process partial requests for records. However, for all records, Healthmark (3^rd party Copier Service) will process these types of requests. For status checks by requestors, please call 1-800-659-4035

Can patients email us forms?

Yes, patients can email their blank forms to medicalrecords@westsidehealth.org. Please do not send health records, all health records should be faxed, mailed, or brought into the office during a visit (if applicable).

What qualities do I need to be successful in HIMS?

Attention to detail, integrity, dependability, cooperation, persistence, analytical thinking, adaptability, achievement orientation, initiative, strong communication skills (written and verbal), and self-control.