Medical Records Specialist (HIM, Health Information) - HomeCare
Work where every moment matters.
Every day, almost 40,000 Hartford HealthCare colleagues come to work with one thing in common: Pride in what we do, knowing every moment matters here. We invite you to become part of Connecticut's most comprehensive healthcare network as a Medical Records Specialist.
Hartford HealthCare at Home, the largest provider of homecare services in Connecticut, has been fulfilling our mission for more than 115 years. Our Person-Centered Care Model allows our employees to learn and grow within our organization, all while providing integrated support to the patient. As part of Hartford HealthCare, we leverage cutting edge technology to provide quality care in our client's home. Most importantly, our employees are appreciated for the real differences they make in both the lives of their clients and their clients' families.
The Medical Records Specialist is responsible for the accurate and HIPAA-compliant processing, management, and maintenance of patient medical records within the Homecare Homebase (HCHB) Electronic Medical Record (EMR) system. This role supports clinical and administrative teams by ensuring timely documentation, order tracking, and record integrity to facilitate high-quality patient care.
Medical Records Management:
• Process and manage medical records, Release of Information (ROI), and Additional Documentation Requests (ADRs) in compliance with HIPAA regulations
• Upload, scan and organize documents into the HCHB EMR system
• Ensure all documentation is complete, accurate and compliant with regulatory standards
• Maintain confidentiality and security of patient information at all times
• Ensure proper archiving and retention of medical records in accordance with state and federal laws.
Physician Order Tracking and Coordination
• Monitor aged unsigned physician orders; submit second and third requests to overdue physicians
• Call or visit the offices of physicians with seriously overdue orders
• Track and follow up on unsigned orders, addendums, and other key documents
• Communicate with physicians, marketing staff, clinical teams, and leadership to obtain timely signatures and documentation
Face to Face Specialist Workflow Management
• Ensure that all necessary F2F encounters are properly documented, tracked, and completed in a timely and compliant manner.
• Monitor and maintain compliance with Medicare F2F requirements.
• Collaborate with clinical staff to ensure documentation accuracy and workflow efficiency.
Interdisciplinary & Clinical Team Support
• Collaborate with nursing, therapy, and social work teams to ensure documentation supports coordinated patient care
• Support the Clinical Information Systems (CIS) team with back-office and field user issues related to HCHB.
• Establish and maintain positive working relationships with physicians (MDs, DOs), nurse practitioners (NPs), physician assistants (Pas), and other referral sources
Systems & Technology Oversight
• Supervise the use of the clinical records information system
• Maintain a comprehensive working knowledge of HCHB EMR, including upgrades, enhancements and related tools/systems
Assists in audits and prepare documentation for internal and external reviews; serve as liaison for EMR-related issues, escalating to IT or HCHB support as need; and actively participates in recurring workgroups, special projects and leadership meetings.
Perform other related duties as required.
Education: High school diploma required. Bachelor's Degree Preferred in Health Information Management or related field preferred.
Experience 1 Year of Administrative Healthcare Experience required. 1-3 years of experience preferably in Home Care preferred.
Knowledge, Skills and Ability Requirements
• Medical Terminology: Understanding of common terms used in home health and hospice documentation.
• HIPAA Compliance: Knowledge of privacy laws and regulations governing patient health information.
• EMR Systems: Proficiency in Homecare Homebase (HCHB) and familiarity with electronic medical record workflows.
• Home Health & Hospice Regulations: Awareness of CMS guidelines, ADR processes, and documentation standards.
• Clinical Documentation: Understanding of physician orders, visit notes, and interdisciplinary team documentation.
• quantitative, analytical and problem-solving skills to make appropriate and timely decisions.
• Excellent organizational skills to balance multiple priorities of highly detailed information.
• Superior communication and customer service skills to effectively communicate to all levels across the system, internal and external.
• Time management skills to efficiently and effectively meet goals and objectives.
• Ability to adapt to a fast-paced work environment.
• Ability to establish and maintain cooperative working relationships with other departments and sites.
We take great care of careers
With locations around the state, Hartford HealthCare offers exciting opportunities for career development and growth. Here, you are part of an organization on the cutting edge - helping to bring new technologies, breakthrough treatments and community education to countless men, women and children. We know that a thriving organization starts with thriving colleagues-- we provide a competitive benefits program designed to ensure work/life balance. Every moment matters. And this is your moment
Apply Now
Apply Now
Every day, almost 40,000 Hartford HealthCare colleagues come to work with one thing in common: Pride in what we do, knowing every moment matters here. We invite you to become part of Connecticut's most comprehensive healthcare network as a Medical Records Specialist.
Hartford HealthCare at Home, the largest provider of homecare services in Connecticut, has been fulfilling our mission for more than 115 years. Our Person-Centered Care Model allows our employees to learn and grow within our organization, all while providing integrated support to the patient. As part of Hartford HealthCare, we leverage cutting edge technology to provide quality care in our client's home. Most importantly, our employees are appreciated for the real differences they make in both the lives of their clients and their clients' families.
The Medical Records Specialist is responsible for the accurate and HIPAA-compliant processing, management, and maintenance of patient medical records within the Homecare Homebase (HCHB) Electronic Medical Record (EMR) system. This role supports clinical and administrative teams by ensuring timely documentation, order tracking, and record integrity to facilitate high-quality patient care.
Medical Records Management:
• Process and manage medical records, Release of Information (ROI), and Additional Documentation Requests (ADRs) in compliance with HIPAA regulations
• Upload, scan and organize documents into the HCHB EMR system
• Ensure all documentation is complete, accurate and compliant with regulatory standards
• Maintain confidentiality and security of patient information at all times
• Ensure proper archiving and retention of medical records in accordance with state and federal laws.
Physician Order Tracking and Coordination
• Monitor aged unsigned physician orders; submit second and third requests to overdue physicians
• Call or visit the offices of physicians with seriously overdue orders
• Track and follow up on unsigned orders, addendums, and other key documents
• Communicate with physicians, marketing staff, clinical teams, and leadership to obtain timely signatures and documentation
Face to Face Specialist Workflow Management
• Ensure that all necessary F2F encounters are properly documented, tracked, and completed in a timely and compliant manner.
• Monitor and maintain compliance with Medicare F2F requirements.
• Collaborate with clinical staff to ensure documentation accuracy and workflow efficiency.
Interdisciplinary & Clinical Team Support
• Collaborate with nursing, therapy, and social work teams to ensure documentation supports coordinated patient care
• Support the Clinical Information Systems (CIS) team with back-office and field user issues related to HCHB.
• Establish and maintain positive working relationships with physicians (MDs, DOs), nurse practitioners (NPs), physician assistants (Pas), and other referral sources
Systems & Technology Oversight
• Supervise the use of the clinical records information system
• Maintain a comprehensive working knowledge of HCHB EMR, including upgrades, enhancements and related tools/systems
Assists in audits and prepare documentation for internal and external reviews; serve as liaison for EMR-related issues, escalating to IT or HCHB support as need; and actively participates in recurring workgroups, special projects and leadership meetings.
Perform other related duties as required.
Education: High school diploma required. Bachelor's Degree Preferred in Health Information Management or related field preferred.
Experience 1 Year of Administrative Healthcare Experience required. 1-3 years of experience preferably in Home Care preferred.
Knowledge, Skills and Ability Requirements
• Medical Terminology: Understanding of common terms used in home health and hospice documentation.
• HIPAA Compliance: Knowledge of privacy laws and regulations governing patient health information.
• EMR Systems: Proficiency in Homecare Homebase (HCHB) and familiarity with electronic medical record workflows.
• Home Health & Hospice Regulations: Awareness of CMS guidelines, ADR processes, and documentation standards.
• Clinical Documentation: Understanding of physician orders, visit notes, and interdisciplinary team documentation.
• quantitative, analytical and problem-solving skills to make appropriate and timely decisions.
• Excellent organizational skills to balance multiple priorities of highly detailed information.
• Superior communication and customer service skills to effectively communicate to all levels across the system, internal and external.
• Time management skills to efficiently and effectively meet goals and objectives.
• Ability to adapt to a fast-paced work environment.
• Ability to establish and maintain cooperative working relationships with other departments and sites.
We take great care of careers
With locations around the state, Hartford HealthCare offers exciting opportunities for career development and growth. Here, you are part of an organization on the cutting edge - helping to bring new technologies, breakthrough treatments and community education to countless men, women and children. We know that a thriving organization starts with thriving colleagues-- we provide a competitive benefits program designed to ensure work/life balance. Every moment matters. And this is your moment
Apply Now
Apply Now