Health Information Management (HIM) Associate, Boynton Health

Position Summar

Position Summary

The Health Information Management (HIM) Associate performs technical work related to the processing, maintenance, and release of protected health information (PHI) within patient medical records. The role requires working knowledge of medical terminology, strong attention to detail, and the ability to apply established procedures to ensure accuracy, confidentiality, and compliance with University, state, and federal regulations (including HIPAA). The position supports both paper and electronic health records (EHR) and works under general supervision, exercising judgment and discretion in handling sensitive information.

Overview of Responsibilities

Health Information Management Operations (50%)

• Receive, review, and process internal and external medical documentation for inclusion in patient records (paper and EHR).
• Verify patient identity and ensure accurate matching of documentation to the correct medical record.
• Process Release of Information (ROI) requests in accordance with HIM procedures and regulatory requirements.
• Respond to HIM phone inquiries and provide customer service to patients, staff, and external partners.
• Review subpoenas and legal requests; escalate to supervisor per protocol.
• Enter, update, and maintain patient information in the Electronic Health Record (EHR) system.
• Complete forms and documentation in support of clinical staff (e.g., medical forms, documentation requests).
• Organize, scan, index, and maintain medical records from mail, fax, and electronic sources.
• Support Occupational Health record creation and maintenance.
• Distribute mail and transport documents across Boynton Health departments as needed.

Referral Processing (30%)

• Monitor and process internal and external referrals within the EHR.
• Prepare and release referral documentation, including clinical notes and supporting records.
• Track referral status and communicate updates, results, and records to providers and care teams.
• Retrieve patient records (labs, procedures, specialty notes) from internal and external systems.
• Verify referral appointments and ensure accurate documentation in the EHR.

Document & Fax Processing (20%)

• Monitor incoming fax queues and accurately upload documents into patient records.
• Scan, index, and distribute documents received via fax, mail, and internal sources.
• Ensure all documentation is processed in compliance with HIM standards and privacy regulations.
• Assist with basic troubleshooting and coordinate with University IT or vendors for equipment issues.
• Provide backup support within HIM during staffing shortages or high-volume periods.
• Performs other duties consistent with the job classification and position description.

Required Qualifications

• High school diploma or GED and two (2) years of healthcare administrative experience or similar.
• Proficient with computer technology and various applications including Microsoft Suite and Google products.
• Basic knowledge of medical terminology or ability to acquire within a short timeframe.
• Demonstrated attention to detail and accuracy in data entry and record handling.
• Ability to maintain confidentiality and handle sensitive information in compliance with HIPAA.
• Strong communication skills, both verbal and written, complemented by strong organizational abilities.
• Exceptional customer service and patient relations skills.
• Proficient at managing multiple priorities and interruptions in a multitask work environment.
• Must be available and reliable for in office work Monday through Friday, 8:00 AM - 4:30 PM.

Preferred Qualifications

• Experience in a healthcare, medical records, or administrative support setting.
• Familiarity with Electronic Health Records (EHR), such as Epic.
• Experience working in a unionized or higher education environment.
• Multilingual.
• College campus/student health clinic experience.
• Knowledge of state and federal regulations related to HIPAA and release of information (ROI).

Physical Requirements

Prolonged sedentary work, repetitive keyboarding/mouse usage, and high-frequency, fine manipulation of tools. Essential physical demands include viewing computer monitors for extended periods, sitting or standing comfortably, and occasionally lifting/carrying light items (usually up to 10 lbs).

Hourly Pay Range: $22.88 - $25.71; depending on education/qualifications/experience. Salary range is non-negotiable.

Time Appointment: 100%-time Appointment (40 hours per week)

Position Type: Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.