Health Information Associate

Job Description

Job Description

JOB POSTING

Position : Health Information Associate #4283

Date of Posting : August 12th , 2026

Status: Full Time (40 hours/week)

Hourly $20.59

Union (Grade 3A, )

Site Warwick

Response Date: August 18th , 2026

Job Transfer Date: Employees transfer to the posted position within five (5) weeks of job offer acceptance date and receive new hourly rate, when applicable, by the fourth (4) week of job offer acceptance date.

Note:

1. The clinic hours vary based on the following schedule: (M,W,F - 8:30-5:00) T,TR (11:30-8:00)
2. The flexibility to share overtime with coworkers required.
3. The ability to read write and speak English is required.
4. Please view attached job description

PCHC is an equal opportunity employer committed to diversity in the workplace.

Overview:

Supports care teams by analyzing and responding to requests for patient health information (medical, behavioral health and dental), ensuring adherence to confidentiality requirements. Sorts, reviews and scans medical reports/documents into the electronic health record according to established policies and procedures. Assembles and maintains complete health records, files and retrieves patient records, and updates and closes files according to established policies and procedures.

Duties & Responsibilities:

• Electronically tracks new patient health records for upcoming appointments, triage and as requested by the clinical staff.
• Uses the medical records portal to determine patient status and/or to locate the paper chart from storage for review by clinical staff.
• Sorts all loose medical reports that arrive in the health information department, determines the urgent nature of each report and scans into the electronic health record according to established policies and procedures.
• Assures all medical reports (received via paper fax) are initialed by the provider before scanning in the health record; also verifies the patient name and date of birth to assure that it is scanned into the correct patient's chart.
• Reviews and sorts medical record authorizations, scans into the correct patient chart and sends task to the Health Information Specialist for processing.
• Reviews Authorization for the Release of Information and validates that it is complete, accurate and in compliance with HIPAA Privacy Regulations and Rhode Island State and federal laws.
• Assists in uploading of digital faxes, scanning, sorting mail and the redistribution of patient portal web encounters.
• Assists with lab reconciliations. Ensuring lab results are attached to the correct patient chart and lab order.
• Assists all walk-ins with requests for their health records by assisting with the completion of the release forms and answering patient questions regarding access and obtaining copies of their protected health information.
• Updates patient demographic information to ensure we have the most up-to-date patient information. Assures that the patient information completed on the authorization is the same as that documented in the electronic health record.
• Assists with answering and handling incoming phone call requests pertaining to the release of information. Routes calls to the Health Information Specialist or the Supervisor/Director of Health Information as appropriate.
• Coordinated Care/Patient Centered Medical Care Management: Works with all members of the Health Care Team towards achieving coordinated patient centered care. Demonstrates knowledge of the goals and objectives of PCHC’s patient care management plan. Effectively able to perform and communicate individual tasks within the role in the process.
• Reviews medical reports and determines category and subcategory within the Image section of the electronic health record. Scans the medical reports into the electronic health record following established procedures (including attaching corresponding orders). Does chart updates in patient charts for those medical reports requiring tracking for Meaningful Use (e.g., colonoscopies, DM retinal exams, labs, etc.).
• Review prescription refill requests using problem solving skills to determine appropriate action.
• Assists patients with uploading electronic submissions of transferred records into the patient’s health record following the Continuity of Care Document (CCD) protocol.
• Assists patients by downloading protected health information electronically as required for Meaningful Use measures.
• Access patient health information through the LifeSpan database and retrieves the health information for continuity of patient care.
• Knowledge of HIPAA privacy rules and regulations, Rhode Island General Laws regarding the disclosure of patient health information.
• Access to reliable transportation.
• Maintains confidentiality at all times on all health information matters.
• Other duties may be assigned at the Supervisor/Director ’s request.
• The above listing of duties is not meant to be all inclusive. However, the Employer will not ask any Employee to routinely perform a task unrelated to the above-mentioned duties.

Qualifications:

• Analytical abilities and good judgment necessary to evaluate, often under pressure, the legal rights of the patient.
• Knowledge of Rhode Island State and Federal laws/regulations and HIPAA Privacy regulations.
• Ability to read/write/speak English.
• Medical terminology required.
• Excellent communication skills required.
• Proficient computer skills are required working with Microsoft and windows based applications.
• EHR experience preferred.
• Ability to communicate with people of various diverse backgrounds in a sensitive and compassionate way.

Education:

• High School Diploma or equivalent required.
• Completion of a two year program in Health Information or equivalent experience typically acquired by two years current experience working in Health Information required.