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Health Information Management Associate

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Job ID: 151361
Category: Health Information Management/Coding
Work Type: FT
Location: Plainsboro, NJ, United States
Date Posted: Sep 15, 2022
Work Schedule: FT

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Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?


  • Performs a variety of medical record functions to assure timely and accurate access to and completion of medical records for clinical providers, medical staff members and those with a legitimate need. Employee will be cross-trained in any/all functions of this position, but essential accountabilities will vary with the actual daily duties assigned.
  • Provides direct customer service and collaborates with care providers within the organization and outside the organization to develop and enhance patient care and service.
  • Provides prompt assistance to patients and care providers using excellent critical thinking skills and decision making while following all legal and regulatory guidelines for protecting and releasing medical record information.


  • Retrieves paper medical record documentation from the patient care areas so paper can be promptly scanned into the EMR to meet HIMSS standards and in accordance with all legal and accreditation guidelines.
  • Prepares paper medical record documents for scanning according to department policy and verifies correct patient identification on each document.
  • Scans documents into EMR using medium and low speed scanners immediately upon arrival to the HIM Department.
  • Maintains the medical record batches in a neat and orderly manner. Files paper neatly.
  • Properly indexes documents to ensure they appear in the correct location in the correct patient medical record.
  • Identifies paper pick up concerns, new paper forms and paper form issues. Promptly brings concerns to HIM Operations Management attention. Inquirers with Management Team on using correct document types for new forms. Updates the Scanning Document type spreadsheet as appropriate.
  • Performs Quality Review on scanned documents. Documents findings. Maintains spreadsheets. Follows up with staff to inform them of any errors.
  • Instructs physicians on electronic chart completion as needed in the EMR and assists when appropriate and in accordance with regulatory requirements.
  • Communicates to Management and staff regarding any special projects in a timely, complete and professional manner.
  • Responds to emails and phone calls in a timely manner, generally within one business day.
  • Provides directs customer service and supports performance improvement goals of the department, collaborates with care providers, within and outside the Department, to develop means of enhancing patient care and service.
  • Assists ROI vendor as needed. Retrieves medical records and responds to Care providers and patients in the absence of the ROI vendor Team.
  • Assists patients with myPennMedicine questions and concerns. Assists with Proxy access as appropriate.


  • Registered Health Information Technician preferred

Education or Equivalent Experience:

  • H.S. Diploma/GED (Required)
  • and 2+ years Related work experience
  • Associate of Arts or Science preferred
  • or Vocational/Technical School/Diploma Program or 5+ years Related work experience

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

We are an Equal Opportunity and Affirmative Action employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.

   Current UPHS employees must apply HERE
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