Health Information Management Specialist

JOB DESCRIPTION

Job Title: Health Information Management Specialist

Position Type: Full Time

Work Setting: In Office

Group/Division/Team: Revenue Cycle Management/ HIM

Reports to: Crystal Vargas, RHIA

FLSA: Non-Exempt

ABOUT VAXCARE

The healthcare system is complex, presenting challenges for everyone-patients, doctors, nurses, office managers, and billers alike. At VaxCare, we aim to streamline this complexity, eliminating unnecessary costs and confusion so that practices can focus on their important work: caring for patients. Our innovative solutions include a vaccine management and LARC access platform trusted by over 20,000 active providers nationwide. This service is powered by a multidisciplinary team of dedicated professionals who lead with integrity and a relentless drive to exceed expectations, bringing clarity and efficiency to the often-overwhelming world of healthcare.

THE POSITION

The Health Information Management Specialist will be responsible in extracting requested immunization records using SQL queries. This role is essential for bridging physician partner data with our claims and medical record operation through secure, efficient technical workflows.

ESSENTIAL RESPONSIBILITIES

1. Extract immunization and patient data using SQL queries to create medical records.
2. Export extracted PHI securely into structural excel spreadsheets for further processing and tracking
3. Validate data accuracy, completeness, and consistency between source EMR systems and exported outputs.
4. Perform mail merges using exported data to generate customized records, reports, letters and documentation for claims support.
5. Maintain organized tracking of data extraction activities in coordination with the data entry team.
6. Ensure all data handling follow strict HIPAA Privacy and Security Rules, minimum necessary standards, and company policies.
7. Identify and troubleshoot data mapping issues, patient matching challenges and integration discrepancies with other corresponding teams and the Health Information Management Director.

REQUIRED EXPERIENCE & QUALIFICATIONS

1. Proficiency in SQL (interpreting queries, data extraction)
2. Advanced Microsoft Excel skills, including mail merge, formulas, data validation, and pivot tables.
3. Solid understanding of HIPAA regulations and best practices for handling PHI
4. Attention to detail and commitment to data accuracy in a high-volume environment
5. Previous experience in healthcare, medical records, or data analytics preferred
6. Ability to work independently while collaborating across teams in a fast-paced setting
7. Associates Degree in Health Information Management preferred, but not required

COMPENTENCIES: Core to all positions at VaxCare

We Live (and Work) by Our Values:

- Building a team culture founded on trust, collaboration, and delivery excellence

- Belief in Something Bigger than Ourselves - Capacity to derive meaning from a larger purpose

- Humility as a Posture of Learning - Burning curiosity to learn without ego

- Adaptability & Embracing Change - Nimbleness & ready to seize new opportunities

Additional "Must Haves":

- Dependability - Must be able to meet deadlines, work independently, maintain focus, & punctual

- Interpersonal Skills - Builds strong relationships & contributes to a positive work environment.

- Computer Skills - Skilled with computers, learns new tools quickly.

- Ethics - Honest, accountable, maintains confidentiality.

OTHER RESPONSIBILITIES

• Commute to Office: Must be able to commute to and from the corporate office for each scheduled shift.
• Prolonged sitting or standing: Team members must be able to remain in a stationary position for extended periods, as much of the work involves sitting at a computer or workstation. Some hybrid or office-based roles may also require the ability to stand for portions of a shift.
• Repetitive motions: Significant use of the hands, wrists, and fingers is required for tasks like typing, using a computer mouse, and handling paperwork.
• Treating data engineering as a craft, with strong attention to correctness, performance, and maintainability
• Visual acuity: This job requires the ability to view a computer screen and read documents for extended periods.
• Communication: Team members must be able to clearly express and exchange ideas in English to effectively communicate with customers and co-workers.
• Occasional lifting: Many office-based jobs specify the ability to occasionally lift or move up to 10-20 pounds to handle supplies or equipment.

Physical Requirements/Work Environment:

TASK

Continuous

Intermittent

Seldom

N/A

Regular & Reliable Attendance

X

Standing/Walking

X

Travel/Driving/Operating Vehicle

X

Sitting (desk/computer work)

X

Lifting/Lowering/Carrying (up to 20lbs)

X

Reaching/Bending/Twisting

X

Hand/Wrist Use (typing/mouse/writing)

X

In person attendance for meetings/conferences

X

Operating Mobile Equipment/Machinery

X

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My signature further acknowledges that I have reviewed this job description and understand that I have the individual responsibility to fulfill all the essential duties and responsibilities listed on a consistent and ongoing basis.

Team Member Name

Team Member Signature Date

Note: Team Members in this position will be responsible for implementing and acting in accordance with VaxCare's information security policies; protecting assets from unauthorized access, disclosure, modification, destruction or interference; executing specific security processes or activities as assigned by the Information Security and/ or Privacy officers; and reporting security events or potential security risks to the organization. Team Members in this role will be involved in the processing of protected patient and/or payment information and will be responsible for ensuring the security and privacy of the information within their scope of work.