Job Information

St. Joseph Health / Covenant Health Health Information Management Representative - General Surgery in Eureka, California

We are looking for a Health Information Management Representative for the General Surgery Department at Providence Medical Foundation.

Location: Eureka, CA

Work Schedule: Full Time - 80 Biweekly Hours

Shift: 8-hour, Days

Job Summary:

Working under the direction of the Manager of Medical Records/Scanning, this position is responsible for the timely and accurate delivery of all required patient charts to the appropriate person/department as well as retrieving medical records from physician offices, accurately filing of all charts back to appropriate location. In addition, this position is also responsible for the timely and accurate scanning of paperwork in to the correct EHR location. Performs a variety of clerical support functions as needed. The Medical Records Clerk assists with maintaining a smooth operation of the Medical Records Department by scanning loose papers into electronic medical records, importing electronic records, answering telephones and addressing requests for information.

Essential Functions:

  • Responsible for accurately scanning all paperwork in corresponding electronic medical records, in date order and according to standard chart format, adhering to the 5 document batch sort policy.

  • Scans loose papers into patient records in the appropriate section of the medical record and tasks (routes electronically) as required.

  • Scans correspondence & transferred old records into EMR in appropriate sections.

  • Imports electronic documents (from e-fax and Cerecons) into patient records in the appropriate section of the medical record and tasks (routes electronically) as required.

  • Responsible for daily review of authorizations and/or subpoenas on file including calling patients to notify of copying procedure and cost for copying records for personal use. Responds within the limits established by the prevailing law and medical centers. Coordinates and corresponds with the copy service.

  • Responsible for sending requested medical records to appropriate person/facility requesting chart and/or pulling appropriate charts as needed if applicable.

  • Locates and delivers correct charts to appropriate person/department per request, scheduled patient appointment or paperwork.

  • Responsible for daily rounding of facility to retrieve charts/documents from the different departments and/or suites for distribution to appropriate scanner.

  • Retrieves charts from the hospital and storage as needed.

  • Responsible for answering telephones according to policy, assists patients with release of information, processing all requests and retrieving voice mail messages.

  • Files all loose documents into paper chart where needed and into proper sections, filing charts accurately in the appropriate location.

  • Responsible for entering clear and accurate information regarding authorizations/subpoenas into the “EZ-Tracker” program and maintaining site storage system, if applicable, maintaining the Iron Mountain process or website should records need to be shipped or retrieved from storage.

  • Orders or notifies appropriate staff regarding supplies as needed. Maintains a clean and safe work area.

  • Copy chart for referring providers.

  • Releases appropriate information meeting request, regulations and assuring confidentiality of patient information.

  • Promptly accepts and processes requests for medical records, either received in person or from the clinics.

  • Assists department as requested, assisting co-workers, other departments and/or other sites as needed. May also be requested to assist with PBX coverage for breaks, lunches and staff meetings.

  • Posts checks from copying medical records on patient accounts.

  • Keeps updated current list on which areas to scan things into the EMR. Save reports in patients chart and task providers.

  • Prints Accender reports for the next day and same day appointments.

  • Processes all outgoing and incoming mail.

  • Fax server/fax/print documents to providers for signature.

  • Responsible for the sorting, identifying MRN and delivering RX refills/faxed correspondence to the designated physician area.


  • Basic computer skills in a Windows operating environment including Microsoft Word and an e-mail system.

  • Requires good written and verbal communication skills to communicate effectively with patients and individuals at all levels.

  • Knowledge of Medical Terminology or anatomy/physiology.

  • Possess basic analytical and problem solving skills.

  • Possess organizational and prioritization skills.

  • Alphabetizing.

  • Ability to multitask.

  • Knowledge of HIPAA.

  • Ability and willingness to travel between SJHH locations.

  • Intermediate MS Windows, Word, Excel, preferred.

  • Knowledge of State and Federal regulations preferred.

Minimum Position Requirements:

Experience: 1 year Medical record related experience.


  • Valid California driver’s license.

  • Automobile insurance for employee-owned vehicles.

Preferred Position Qualifications:


  • 1 year Clerical experience within a healthcare environment.

  • Medical records experience within the healthcare industry including document scanning.

  • Experience with EMR, Allscripts/Touchworks, Meditech, and/or Advanced Web / IDX.


  • HIT certification preferred.

  • HIPPA certification preferred.

Providence Medical Foundation (formerly St. Joseph Heritage Health) includes seven medical groups throughout Northern California, Orange County, High Desert and Los Angeles County. With 175 locations and nearly 4,000 caregivers (employees), Providence Medical Foundation has been continually recognized as a leader in quality, receiving top honors from various organizations, including the Orange County Medical Association for Physicians of Excellence and the Integrated Healthcare Association with distinction in clinical quality. Providence Medical Foundation provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Providence Medical Foundation complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Company: Providence Medical Foundation

Category: Health Information Management (HIM) Clerk

Req ID: R355894