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Health Information Management Technician

Inglis enables people with disabilities – and those who care for them – to achieve their goals and live life to the fullest.  It is essential that all duties are performed with the highest level of integrity, while supporting Inglis Values and Standards of Excellence, ensuring the achievement of competencies and compliance with regulatory agencies.

The Health Information Management (HIM) Technician has the primary responsibility for the storage, retrieval and up-keep of both the manual and computerized clinical record. Tasks in this position include, but are not limited to, maintaining the MPI (Master Patient Index) on all current and past residents, copying of medical information according to HIPAA regulations, and the upkeep of active and discharge files, including thinning and overflow of resident information. All essential job responsibilities will be executed in accordance with Inglis Administrative policies and compliance/ethics guidelines.  

This job description is intended to describe the general nature and level of work being performed by the person assigned to this position. The primary duties and responsibilities are intended to describe those functions that are essential to the performance of this job. This job description does not state or imply that the above are the only duties and responsibilities assigned to this position. There are other duties and responsibilities that are considered incidental or secondary to the overall purpose of this job. Employees holding this position will be required to perform any other job-related duties as requested by management. All requirements are subject to possible modification to reasonably accommodate individuals with a disability

Education & Experience:

In addition to the necessary skills and experience to perform the responsibilities outlined above, there are a number of traits that a successful candidate will possess.  

  • A High School Diploma or equivalent with excellent organizational and computer skills is required.
  • Three or more years’ experience working in a LTC (long-term care) setting
  • Registered Health Information Technician (RHIT) is preferred 

Essential Functions, Qualifications & Skills:

  • Manage all Discharged/Expired Resident Health Information
    • Assembles, binds and stores all discharged/expired residents’ health information within 30 days from discharge.
  • Retrieves Active/Discharged Medical Records
    • Signs active medical records in and out of unit as requested.  
    • Retrieves discharged records from designated file room or from off-site location as requested within specified time frame.
  • Copying of Medical Information for Internal and External Request
    • Ensures that all Release of Information requests are routed through the Senior HIM Technician/Compliance to ensure that regulatory requirements were met.
    • Gathers and copies requested information within specified time frame.
  • Scanning and Uploading Active Client Records/Managing files in the EMR
    • Gathers active client documents for daily scanning and processing
    • Attach digital files to the client record through the EMR document manager
    • Utilizes required software to complete file management tasks
  • Scanning and Uploading Active Client Records/ Managing files in the EMR
    • Gathers active client documents for daily scanning and processing
    • Attach digital files to the client record through the EMR documents manager
    • Utilizes required software to complete file managment tasks.
  • Update and Distribute Resident Information from EMR and HIM Databases and Completes Data Entry Functions
    • Ensures that HIM databases are current and updated as per Daily Census.  
    • Ensures that resident face sheets are accurate and updated in EMR and in the medical record as required and/or upon request.
  • Auditing On-going and Ad Hoc:
    • Auditing of new admit clinical record and notifying appropriate staff members for correction
    • Auditing of closed chart clinical record and notifying appropriate staff members for correction
    • Ad Hoc auditing for quality monitor/compliance 

Role Specific Competencies 

Communication Skills

  • Listening Skills:  Understands that the most important aspect of communication is the act of listening and actively works to improve those skills.
  • Oral Skills: Speaks with confidence using clear, concise sentences and is easily understood.
  • Written Skills: Produces well thought-out, professional correspondence free of grammatical and spelling errors.
  • Telephone/Email: Uses high quality, professional oral and written skills (as described above) to project a positive image of the Business.

Team player:

  • Works as a competent member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting group goals.

Computer/Technical Skills:

  • Displays proficiency using standard office equipment such as a computer, fax, photocopier, scanner, etc. Demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills

Communication Skills

  • Understand the role of various providers and disciplines throughout the continuum of healthcare services
  • Maintain and enforce resident PHI, Protected Health Information confidentiality requirement of /HIPAA rules and regulations
  • Survey Process as related to Health Information Function and responsibility
  • Ability to communicate effectively with the clinical staff

About Inglis

Founded in 1877, Inglis' mission is to enable people with disabilities - and those who care for them - to achieve their goals and live life to the fullest. Based in Philadelphia, Inglis supports nearly 1000 people living independently in the community through resources including care management (helping people navigate the healthcare system), an innovative day program, adapted technology, community employment services, resident service coordination, and more. 

Inglis is the largest private provider of affordable, accessible housing in the Greater Philadelphia region with nearly 350 units, including 80 units opened at Inglis Gardens at Belmont in 2016 and 44 new units at Pennypack Crossing, developed with Conifer, opened November 2017 and more in development.

Inglis also has a specialized, 252-bed, long-term, Person-Centered Care, skilled nursing community for people with complex physical disabilities. Inglis House specializes in services for adults (mostly younger - average age is 46) with severe neurodegenerative physical disabilities resulting in paraplegia and quadriplegia.  Inglis' Person-Centered Care vision is to strive every day to create a homelike environment where residents and staff work together with autonomy and a deep sense of community. 

Along with providing medical and personal care, a key aspect of the mission of serving younger adults is recognizing that they typically have a wider range of needs than a geriatric nursing home resident. Younger adults, whether congenitally disabled or disabled later in life, struggle to achieve goals that give a sense of autonomy, mastery, and creativity.  Inglis House provides a range of medical, personal and enrichment services that enable residents to live life to the fullest. Our Adapted Technology program is nationally recognized - and can get anyone online. Inglis is one of only a handful of organizations in the country designated a “Center of Excellence in Long-term MS Care” by the National Multiple Sclerosis Society and is one of only eight residential facilities throughout the United States offering such highly specialized, long-term care for people with physical disabilities.

Inglis welcomes great people without regard to disability, race, religion, age, gender, sexual orientation, national origin, military service, marital status, or any other characteristics, as protected by law.  We encourage all Protected Veterans and the long-term unemployed to apply.  Please send resume to Inglis, Attn: Vanessa Gregory, Recruiter, Human Resources at Inglis, 2600 Belmont Avenue, Philadelphia, PA 19131; or via email to    EOE, M/F/D/V