Health Information Associate

At White House Clinics, we do health care differently. Our multi-disciplinary care teams incorporate the expertise of medical, dental, behavioral health, pharmacy, and care navigation professionals to provide patients with comprehensive care designed to help them achieve their health goals. While our work is fast-paced, our teams enjoy being able to work collaboratively to support patients.

White House Clinics employees enjoy a competitive wage and robust benefit package including:

• Employer Paid Health, Life & Disability Insurance
• 4 Weeks of PTO
• Retirement Plan with up to 4% employer match
• 8 Paid Holidays

Many employees work alternative work schedules which allow them a day off during the week.

At White House Clinics, we believe in providing our employees with opportunity for both personal and professional growth in a challenging and rewarding work environment. We recognize the contributions that each person makes to the team and value each person’s input as we work to deliver outstanding patient care.

The HIM department is looking to hire an energetic and flexible staff member to join the hardworking team players already in the HIM department. The Health Information Associate works to provide medical information to the health care team, vital to providing quality patient care. This employee will assist with Care Coordinator duties (reporting and organizing patient data to highlight care gaps), Health Information Associate duties (the retrieval, distribution, scanning and posting of medical records and reports), and Referral Coordinator duties (scheduling all outside specialty and diagnostic appointments ordered by medical providers).

• Distribute the daily records and reports to the appropriate providers within the clinic.
• Scan all health care records and reports from outside facilities.
• Post scanned documents into the appropriate categories within the correct patient’s electronic health record.
• Abstract and enter data into the electronic health records.
• Obtain immunization records, hospital records, and records as requested.
• Complete all Release of Information requests for outside entities:
  • Requests for electronic records will be completed within 3 business days.
  • Paper record requests will be completed within 10 business days.
• Assist with other duties or in other departments as instructed by supervisor.

• Receive and accept tasks in inbox from providers.
• Obtain preauthorization from insurance companies, if necessary.
• Schedule specialty or diagnostic referrals with outside practices or hospitals within three business days.
• Fax orders and necessary medical records to the facility receiving the referral.
• Document required referral appointment information in the referral template in Next Gen.
• Schedule STAT referrals within 24 hours of the time of the order.
• Notify patient of appointment date, time, and location.
• Follow up with orders that are faxed to facility to obtain an appointment date.
• Maintain referral and diagnostic log by contacting offices to identify patient compliance and request records from appointment be sent to our office.
• Ensure Diagnostic referral log is updated daily, and records are received within one week.
• Ensure Specialty referral log is updated weekly, and records are received within four weeks.

• Responsible for the comprehensive and accurate completion of the Care Coordinator Worksheets related to the proactive office encounter model of care.
• Prior to a patient’s medical appointment, the Care Coordinator will:
  • Print a list of each day’s appointments for all assigned providers.
  • Add all appropriate Care Guidelines to the patient’s Next Gen health record.
• Using data mining and abstraction, accurately identify which health measures have been appropriately completed.
• Identify which health measures are outstanding and necessitate completion on the Care Coordinator Worksheet based on guidelines set forth organizationally.
• Provide the Care Coordinator Worksheet to the medical care team prior to the day’s visit.
• Actively participate in medical care team huddles prior to the day’s…