Health Information Management Specialist I

Gillette Children's is seeking a Health Information Management Specialist I to join our team! This role is 1.0 FTE (40 hrs/wk); Monday - Friday, 8:00am to 4:30pm. This position will be a combination of on-site and remote work. Training will be completed on-site, after training staff will work remotely from home and rotate into the main hospital 1 day per week.

• This is a hybrid opportunity; the selected candidate must reside in Minnesota or Wisconsin and have the ability to work onsite in St. Paul, MN one day per week and as needed

Purpose of position

This position is responsible for all aspects of processing and gathering protected health information (PHI) in all formats. This includes, but is not limited to record maintenance, record storage and retrieval, scanning, indexing, record analysis, deficiency reporting, processing of requests for records from both internal and external customers. The HIM Specialist supports the patient experience through direct communication with patients and facilities, ensuring the integrity and completeness of all records in preparation for specialized care delivery.

This position requires a professional attitude in the execution of all duties, along with knowledge of and conformance with federal, state and accrediting agency standards.

Specific duties are determined by the work setting or patient population served; however, in all positions, serving patients with challenging and complex conditions requires a concentration of specialized staff able to work in highly coordinated teams. We organize work around each patient’s condition which requires staff at multiple levels and across many departments to exhibit exceptional teamwork qualities including communicating efficiently and effectively and adopting the behaviors required for high functioning integrated teams.

Compensation and Benefits

The hourly wage for this opportunity is $21.00 to $27.99, with a median wage of $23.33/hour. Pay is dependent on several factors including relevant work experience, education, certification & licensure, and internal equity. Hourly pay is just one part of the compensation package for employees. Gillette supports career progression and offers a competitive benefits package that includes a retirement savings match, tuition and certification reimbursement, paid time off, and health and wellness benefits for .5 FTE and above.

Core Responsibilities and Duties

Information – Finds, effectively uses and provides information when requested. Readily adjusts to shifting priorities and work assignments including shifting focus when patient care could be impacted.

Level I:

• Communicate with all departments and staff in a professional manner. Responds to customer requests promptly and appropriately. Follows up when necessary to make sure customer needs are met. Communication methods include but are not limited to email, phone calls, Cerner messaging pools, Teams, etc.
• Utilize all available resources (technology/people) to optimize the patient experience.
• Work is completed timely while meeting quality and benchmark expectations.
• Assist Gillette care teams in resolving patient records concerns or needs.
• Assist patients and families in resolving patient portal access and records gathering issues.
• Work with other departments to ensure coordination of new patient visits.
• Complete concurrent analysis and scanning on inpatient units to ensure records are complete and available to all staff needing access for patient care and to ensure core elements for the admit are present.
• Knowledgeable in release of information, scanning, indexing, and deficiency management processes. Proficient in all systems used (Cerner, RightFax, PsiGen, eDOCS, CommonWell, etc.)
• Effectively prioritize work based on urgency, including scanning of records related to upcoming appointments

Accurate and Efficient Work – Demonstrates accuracy, efficiency and completeness in products and processes. Performs tasks with appropriate urgency and accuracy while reducing waste through proactive time management.

• Consistently follow all current department and organizational guidelines and workflows. Includes: Sorting, scanning, indexing, gathering outside records, release of information, deficiency management, chart completion, patient portal inquiries and issues, tracking of Joint Commission standards when needed, and other special assigned projects.
• Utilize critical thinking skills to identify errors in patient medical records, identify any duplication and take corrective actions to avoid errors in the medical record.
• Demonstrate high attention to detail and use appropriate tools to ensure all patient information is accurate, up to date and accounted for.
• Demonstrate accuracy in all identified workflows including but not limited to sorting, scanning, indexing, analysis, and records gathering.

Competence in Technology Required of the Position – Demonstrate understanding of the tools and systems needed to accomplish work.

• Demonstrate competency in organizational systems including: scanning, importing, electronic medical record, office equipment, online resources, and other relevant technology to perform all necessary functions.
• Resource for questions and guidance amongst the team

Procedure and Policies – Follows established procedures and policies. Protects the confidentiality of personal health information.

• Adhere to all organization and department policies, guidelines, workflow to eliminate errors in practice.
• Adhere to organization and department attendance policy.

Active Engagement – Be actively involved.

• Is on time for work and ready at start of shift.
• Demonstrates a positive approach to work.
• Monitor and manage own timecard for accurate reporting.
• Initiate goal development, consult with Practice Manager, and enter into HR system.
• Complete self-assessment timely and with contributing comments.
• Complete all mandatory annual requirements within established timeframe.
• Complete 80% of peer feedback that are assigned.

Model professionalism through a positive and engaged approach with all teams.

Qualifications

Required

• High School Diploma/GED
• 1 year related experience

Preferred

• 1 -3 years of progressive HIM experience or student in an AHIMA accredited program RHIT, RHIA, CCA OR CCS.
• Advanced education (Associate or Bachelor’s)

Knowledge, Skills and Abilities

• Strong computer aptitude including knowledge and proficient use of Microsoft Office Suite (Word, Excel, Outlook, Teams)
• Demonstrated strength in multi-tasking, organization, attention to detail, communication skills and the ability to work independently in a fast-paced environment.
• Demonstrated strong teamwork skills

At Gillette Children’s, we foster a culture where every team member feels a sense of belonging and purpose. We are dedicated to building an environment where all feel welcomed, respected, and supported. Our values are embedded at the heart of our culture. We act first from love, embrace the bigger picture, and work side-by-side with our patients, families, and colleagues to help every child create their own story. Together, we work to ensure patients of all backgrounds and abilities reach their full potential.

Gillette Children's is an equal opportunity employer and will not discriminate against any employee or applicant for employment because of an individual's race, color, creed, sex, religion, national origin, age, disability, marital status, familial status, genetic information, status with regard to public assistance, sexual orientation or gender identity, military status or any other class protected by federal, state or local laws.

Gillette Children’s is a global beacon of care for patients with brain, bone and movement conditions that start in childhood. Our research, treatment and supportive technologies enable every child to lead a full life defined by their dreams, not their diagnoses.

To learn more about working at Gillette Children's, please visit

Gillette Children's participates in the U.S. Department of Homeland Security (DHS) E-Verify program which is an internet-based employment eligibility verification system operated by the U.S. Citizenship and Immigration Services. If E-Verify cannot confirm that you are authorized to work, Gillette will give you written instructions and an opportunity to contact DHS or the Social Security Administration (SSA) to resolve the issue before Gillette takes any further action. Please visit for further details regarding e-verify.