HIM Records Management Specialist (Travel To Batavia)

Job Description

Job Description

Description

* Travel to Batavia Title: HIM Records Management Specialist Position Summary: The HIM Records Management Specialist, under the direction of the Manager of Document Lifecycle Management, is responsible for the organization, tracking, storage, retention, retrieval, and destruction of health information records in accordance with organizational policies, regulatory requirements, and applicable state and federal laws. This position works to ensure that records are accurately indexed, inventoried, stored, and securely destroyed once retention periods have been met. The specialist serves as a key resource for maintaining record integrity, retrieval efficiency, and compliance across multiple facilities and storage locations. Duties & Responsibilities • Manage physical health information records, including receipt, preparation, indexing, storage, retrieval, retention, and secure destruction in accordance with organizational policies and regulatory requirements. • Maintain accurate record inventories, storage databases, warehouse maps, and tracking systems to ensure records are properly identified, located, and retrievable throughout their retention period. • Conduct inventory audits and reconcile discrepancies related to record locations, indexing, storage assignments, and record movement activities. • Monitor retention schedules and perform retention reviews to identify records eligible for destruction while verifying legal hold status, litigation requirements, and applicable regulatory guidelines. • Coordinate and document destruction activities, including preparation of destruction inventories, reports, certificates of destruction, and communications with approved vendors and internal stakeholders. • Retrieve records and process requests from authorized users, providing timely customer service while maintaining the confidentiality and security of protected health information (PHI). • Ensure compliance with HIPAA, record retention requirements, accreditation standards, and organizational policies through quality assurance reviews, audits, and corrective action activities. • Collaborate with HIM leadership, legal, compliance, and operational departments on records management initiatives, storage projects, policy implementation, and process improvement efforts. • Support departmental training, onboarding, disaster recovery planning, and other records management functions to promote operational efficiency and continuity of services. Minimum Qualifications: • High School Diploma, required. Associate’s degree, preferred. (1-2+) years of experience in Health Information Management or other Healthcare setting, preferred. • Ability to calculate figures; ability to apply basic math skills. • Strong organizational skills and attention to detail • Reliable transportation: travel to various locations is required • Able to lift 40lbs Desired Attributes: • Excellent computer and customer service skills. • Knowledge of state and federal regulations regarding health information. • Ability to work under pressure with time constraints. • Ability to maintain confidentiality. • Ability to work autonomously, multi-task, and prioritize effectively. • Self-motivated and able to adapt to shifting priorities in support of clinical and business operations. • Excellent verbal, written, and active listening communication skills. • Ability to interpret and present information in a logical and orderly manner. • Excellent critical thinking skills, systems thinking, and problem-solving skills. • Proficiency in one or more of the following computer systems: Epic electronic medical record system, Cerner, Meditech, or other third party electronic medical record system. • Proficiency in Microsoft Office - Word, Excel, Outlook, Teams and PowerPoint. • Experience with Adobe Pro, Adobe Distiller, and Document Management systems Preferred Licensure/Certification Skills: • Registered Health Information Technician (RHIT), preferred.

Skills

Judgement, Detail, Administrative support, data warehouse, data entry, Records management, organizational and management skills

Top Skills Details

Judgement,Detail,Administrative support,data warehouse,data entry,Records management

Additional Skills & Qualifications

Health information technology background is a bonus. Knowledge of medical terminology, billing, and organization Data entry - HIM clerks are responsible for entering large amounts of patient data into electronic databases. They must do this without making a significant number of mistakes Basic computer skills - HIM clerks should know how to send emails, install and uninstall software programs, use a word processor, and browse the internet for information Organization skills - since HIM clerks work with a large number of files and information, they should be able to stay organized at all times Communication skills - excellent written and verbal communication skills are needed to become a HIM clerk. Experience needed: • Basic math skills to add and label boxes sequentially • Attention to detail • HIPAA regulation familiarity • Able to lift 40lbs. • Data entry skills • Warehouse experience

Experience Level

Entry Level

This is a Contract to Hire position based out of Rochester, NY.

The pay range for this position is $18.50 - $18.50/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Rochester,NY.

This position is anticipated to close on Sep 7, 2026.

We're partners in transformation. We help clients activate ideas and solutions to take advantage of a new world of opportunity. We are a team of 80,000 strong, working with over 6,000 clients, including 80% of the Fortune 500, across North America, Europe and Asia. As an industry leader in Full-Stack Technology Services, Talent Services, and real-world application, we work with progressive leaders to drive change. That's the power of true partnership. TEKsystems is an Allegis Group company.

The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

We’re a leading provider of business and technology services. We accelerate business transformation for our customers. Our expertise in strategy, design, execution and operations unlocks business value through a range of solutions. We’re a team of 80,000 strong, working with over 6,000 customers, including 80% of the Fortune 500 across North America, Europe and Asia, who partner with us for our scale, full-stack capabilities and speed. We’re strategic thinkers, hands-on collaborators, helping customers capitalize on change and master the momentum of technology. We’re building tomorrow by delivering business outcomes and making positive impacts in our global communities. TEKsystems and TEKsystems Global Services are Allegis Group companies. Learn more at TEKsystems.com.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.