Health Information Management Clerk

The Lemuel Shattuck Hospital (LSH), operated by the Massachusetts Department of Public Health (DPH), is seeking a detail-oriented and organized Health Information Management Clerk to support the efficient management of patient health records and departmental operations. In this role, the selected candidate will perform a variety of clerical and chart-processing functions, including data entry, record maintenance, and document processing. The incumbent will collaborate with staff across the department to ensure the smooth and continuous flow of work, maintain accurate and timely records, and support daily operational needs. Additional administrative and clerical responsibilities may be assigned as needed to support departmental objectives.

Please note : 8-4pm Monday - Friday with weekends off

Duties and Responsibilities (these duties are a general summary and not all inclusive):

• Oversee the processing, prioritization, indexing, and filing of Outpatient Department (OPD) medical record documentation in accordance with established procedures, filing standards, and required timeframes. Perform record verification and number checks within the Meditech Health Information System (HIS), reconcile duplicate records, correct chart errors with supervisory approval, and ensure the accuracy of newly assigned medical record numbers.
  
  
• Coordinate the retrieval, tracking, and maintenance of medical records by researching missing information, requesting archived records, monitoring chart locations through the Meditech HIS chart locator system, logging records distributed to clinics and authorized users, tracking chart movement and usage, ensuring the timely return of records, and completing end-of-shift filing activities.
  
  
• Support health information operations by retrieving and forwarding information for requests for information (ROI), providing records for clinics, healthcare staff, visitors, and special studies, assisting with the management and storage of active and inactive records, compiling data for hospital monthly statistics, and utilizing computer systems and related technology to access, maintain, and enter patient record information.
  
  
• Provide oversight of assigned staff by performing supervisory responsibilities, including work assignment, scheduling, delegation, performance evaluation, coaching, discipline, productivity monitoring, quality assurance, and ensuring continuity of operations during planned and unplanned staff absences.
  
  
• Maintain professional knowledge and competencies through participation in training and educational activities and perform additional duties and special projects as assigned to support departmental and organizational objectives.
  
  

Required Qualifications:

• Knowledge of English language usage, including grammar, spelling, punctuation, vocabulary, and business correspondence, with the ability to prepare and maintain accurate records, forms, and routine written communications.
  
  
• Ability to understand, interpret, apply, and explain applicable laws, regulations, policies, procedures, and departmental guidelines governing assigned responsibilities.
  
  
• Strong organizational and administrative skills, including knowledge of standard office practices, recordkeeping procedures, filing systems, correspondence control, and the effective use of office equipment, supplies, and technology.
  
  
• Ability to accurately compile, organize, and maintain information; work effectively with names, numbers, codes, and other data; and determine appropriate formats and procedures for assembling and overseeing records.
  
  
• Ability to follow written and verbal instructions, prioritize and complete assignments within established timeframes, and maintain attention to detail in a fast-paced work environment.
  
  
• Ability to establish and maintain positive working relationships, communicate effectively, interact tactfully with staff and the public, and exercise sound judgment and discretion when handling confidential and sensitive information.
  
  
• Proficiency in basic computer applications and office technology, including data entry and routine typing of forms, correspondence, labels, and other administrative documents.
  
  

Preferred Qualifications:

• Understanding of Health Information Management (HIM) Department policies, procedures, and best practices related to the maintenance, security, and management of medical records.
  
  
• Knowledge of applicable laws, regulations, and organizational requirements governing the release of protected health information and medical records.
  
  
• Familiarity with hospital operations, including professional telephone etiquette and effective communication practices in a healthcare setting.
  
  
• Working knowledge of medical terminology, anatomy, and healthcare documentation to support the accurate processing and management of patient health information.
  
  
  

About the Lemuel Shattuck Hospital:


Lemuel Shattuck Hospital is a fully Joint Commission accredited teaching facility that provides acute, subacute, and ambulatory care to patients referred by public agencies and private sector providers. Shattuck Hospital's services help economically and socially disadvantaged patients to get high quality, cost-effective care from a staff that respects their dignity.

Located in the heart of Boston's Jamaica Plain neighborhood, the Shattuck Hospital includes 248 inpatient beds including 95 Psychiatric beds and 29 Correctional Health beds.

In addition, the Shattuck has a full outpatient clinic with many specialties that offers treatment to patients of the Department of Mental Health as well as Department of Correction and House of Correction inmates and community patients.

The Shattuck hospital is on the forefront of substance use disorder treatment including a Suboxone clinic serving 200 patients. In addition to direct medical services LSH hosts and supports an array of services located on the campus, serving patients struggling with addictions and homelessness.

Learn more:

Relocation information :


Pre-Offer Process:

A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit


Education, licensure and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines.


Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth's website.


ADA Reasonable Accommodation:

If you require a reasonable accommodation with the application/interview process, please contact us at: EOHHS Candidate ADA Requests

For questions regarding this requisition, please contact Executive Office of Health and Human Services, Human Resources at View phone number on click.appcast.io Ext. #4.

Qualifications:
First consideration will be given to those applicants that apply within the first 14 days.

Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office work, or (B) and equivalent combination of the required experience and the substitutions below:

I. A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required experience. *

II. A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required experience. *

III. A diploma for completion of a one year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum or one year of the required experience. *

IV. A diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for two years of the required experience.*

* Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed.


Salary placement is determined by a combination of factors, including the candidate's years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division's Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.


Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

Title 101 CMR 23.00 ("Regulation") requires certain agency staff to have received the COVID-19 vaccination and Influenza vaccination, or have taken required mitigation measures, to prevent viral infection and transmission in State Hospitals and State Congregate Care Facilities. The Regulation applies to this position. Successful candidates will be required to acknowledge and attest to your vaccination status for both COVID-19 and Influenza.


An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.


The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.