Health Information Specialist

Health Information SpecialistThe Health Information Specialist maintains the accuracy, completeness, accessibility, and compliance of patient records across the practice. The role brings together medical records management, clinical documentation auditing, intake and patient outreach, provider credentialing, prior authorization support, and quality and compliance work in a psychiatry and behavioral health setting. The specialist works closely with psychiatric providers, clinical leadership, and administrative teams to support high-quality, compliant, and well-documented patient care.The practice employs two Health Information Specialists who share this job description. Primary ownership of individual functions is assigned by leadership and may rotate to provide cross-coverage.Key ResponsibilitiesProcess and track all incoming and outgoing medical records requestsHandle legal documentation requests related to medical records, including subpoenas and other formal requestsManage the HIS inbox and respond to patient and staff inquiries related to records and documentationManage the patient forms inbox and complete forms for provider reviewManage incoming and outgoing faxesNotify primary care providers when a referred patient begins services with the practiceMaintain and organize patient ID documentation and other records in Dropbox, and upload documents to the correct patient chartClinical Documentation Audit and ComplianceConduct regular chart audits and provider note compliance checks to verify documentation is complete and meets insurance and regulatory requirementsFlag missing or incomplete documentation and coordinate with providers and administrative staff to resolve itMaintain strict confidentiality and compliance with HIPAA, payer, regulatory, and organizational policiesIntake and Patient DocumentationEnsure intake paperwork is fully completed before patients are seen, and follow up with patients when it is notConnect with patients requiring completion of new or updated intake and clinical paperworkConnect with patients turning 18 to complete and sign their own documentationPatient Outreach and Re-engagementSend next-day texts to patients who no-show and assist with reschedulingConnect with patients who have missed 3 consecutive appointmentsConduct 3-month outreach to patients not seen within the past three months to support scheduling and re-engagementPrepare and send discharge letters, including annual discharge letters to inactive patients, in accordance with behavioral health policies and continuity-of-care requirementsProvider Credentialing and Payer EnrollmentOwn and manage provider credentialing and termination processes with insurancesManage provider CAQH profiles, updating and attesting as requiredAttest the organization and its providers with insurances every 90 daysLiaise with the practice's malpractice vendor to add new providers to coverage and remove providers leaving the practiceMaintain LabCorp, Quest, GeneSight, and CRISP accountsPrior AuthorizationsSupport the Prior Authorizations team and process prior authorizations for medications as neededQuality and Process ImprovementAssist in developing and maintaining audit tools, compliance workflows, and documentationSupport quality improvement initiatives related to patient access, retention, and documentation complianceMaintain task data for monthly Quality Team dashboard updatesOtherAdditional duties as assignedQualificationsRequiredAssociate's degree (minimum)Experience in behavioral health, psychiatry, healthcare administration, compliance, or medical recordsStrong attention to detail and ability to manage sensitive clinical informationProficiency with electronic health records (EHR) and standard office softwarePreferredBachelor's degree in Healthcare Administration, Psychology, Health Information Management, or a related fieldFamiliarity with behavioral health documentation standards, audits, and prior authorization processesKnowledge of HIPAA and behavioral health confidentiality regulationsExperience with provider credentialing, CAQH, and payer enrollmentSkills and CompetenciesStrong analytical and organizational skillsClear and professional written and verbal communicationAbility to collaborate effectively with psychiatric providers and clinical teamsDiscretion and sound judgment when handling confidential behavioral health informationExperience completing prior authorizations for medicationsStrong general computer skills, including Excel with data manipulation, Word, and Google WorkspaceWork ScheduleFull-time, salaried position9:30am – 6:00pm Monday to FridayLocation: hybrid