Health Information Coordinator in Ithaca, New York at Family & Children's Service of Ithaca

Position Description

Title: Health Information Coordinator (HIC)

Department: Support

Status: Non-Exempt/ 37.5 hours week

Responsible To: Clinic Office Manager

Pay Rate: $26-$28 per hour

The Health Information Coordinator supports the day-to-day operations of the F&CS by: (1) maintaining a professional and courteous environment for all visitors and staff, (2) facilitate health records process, clinical data organization, (3) back up their support team colleagues and (4) generally representing the agency by exhibiting exceptional customer service skills.

General Responsibilities:

As a Support Team Member may perform the following tasks as a back-up member:

• Answer and direct all incoming calls, taking messages as needed.
• Greet and direct all visitors; oversee the waiting area and public-facing spaces.
• Assist new clients with intake paperwork and communicates co-payment or private pay responsibilities.
• Collect and post co-payments in the billing database; reconcile daily cash.
• Schedule clinical appointments, enter data accurately, and make follow-up calls as requested.
• Enter client information into the electronic health record accurately and in a timely manner.
• Adhere to all professional standards, F&CS policies, and applicable federal, state, and OMH/HIPAA requirements.
• Other assignments and tasks may be added at the discretion of the Clinic Office Manager.

Specialty Tasks and Additional Responsibilities:

• Facilitates records requests including duties such as:
• Scanning all relevant records documents into the EMR
• Ensuring that incoming and outgoing ROIs match with HIPAA and agency standards for information requests
• Following up with clients, F&CS staff, and external agencies to ensure?that records go out and are received in a timely manner
• Tracks and provides updates to Clinic leadership team and clinic staff regarding provider billable service data and analysis of where we are regarding individual and agency targets;
• Coordinates the submission of County and State OMH reports, including running necessary reports, collecting data, and assisting Director of Clinical Services and/or designees with report writing;
• Provides administrative support to clinic quality assurance activities;
• Routinely serves as back up for the front desk job duties;?
• Must adhere to professional standards, F&CS policies and procedures, federal, state, and local requirements, and OMH standards, including HIPPA requirements;
• Provides administrative support for clinician credentialing/recredentialing processes, including organizing and maintaining credentialing documentation, monitoring expiration dates for licenses, certifications, and registrations, assisting with payer enrollment and revalidation processes, and coordinating with clinicians, payers, and agency leadership to ensure timely completion of credentialing requirements
• Other assignments and tasks may be added at the discretion of the Clinic Office Manager

Required Qualifications

High school diploma or equivalent.

Minimum of 1–2 years of administrative, reception, or office support experience in a fast-paced environment.

Strong customer-service skills, including the ability to communicate clearly and professionally with clients, staff, and external partners.

Proficiency with computers, including data entry, email, Adobe, and MS office Suite.

Reliable, punctual, and able to work onsite during scheduled office hours.

Ability to handle sensitive or emotionally charged situations with professionalism and composure.

Preferred Qualifications

Associate’s degree or higher in business administration, human services, office management, or a related field.

Familiarity with electronic health records (EHR), billing databases, scheduling systems, and/or Paylocity.

Knowledge of HIPAA, OMH, and other regulatory standards relevant to clinical or behavioral health environments.

Experience with records management, including release of information (ROI) processes