Health Information Management Representative

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Overview

In 1971, Yale University established Yale Health to provide health services to its facility, staff and students through a multidisciplinary health maintenance organization located on campus. Yale Health has more than 49,000 members including students, staff, faculty and their families who come from every state in the country and almost every country in the world. With over 50 years of service to the Yale community, our state-of-the-art facility at 55 Lock Street, is where our members receive most of their care from our 150+ providers. It is a 144,000 square foot medical facility with over 90 exam rooms, an Acute Care Department, a 15-bed inpatient facility with two negative pressure rooms, a diagnostic imaging suite including MR and CT scan, x-ray and ultrasound and a full-service retail pharmacy.

Reporting to the Manager of Member Services & Health Plan Operations, the Health Information Management (HIM) Representative serves as an advanced technical resource within the HIM team, independently managing complex health information functions and ensuring accurate, timely, and compliant handling of patient records.

The position applies specialized knowledge of medical records operations, Release of Information (ROI), document imaging, record integrity, privacy regulations, and electronic health record workflows. The HIM Representative processes complex requests involving legal documentation, sensitive protected health information (PHI), deceased patient records, and other high-risk situations requiring sound judgment and knowledge of HIPAA, state privacy regulations, and organizational policies.

The HIM Representative provides technical guidance to staff, patients, providers, administrative departments, and external organizations regarding health information workflows, documentation requirements, record access, and release processes. The role also supports quality assurance, process improvement, staff training, and HIM workflow implementation, while providing backup coverage for the Lead HIM Representative as assigned. This position does not have formal supervisory authority.

Additional responsibilities include:

• Independently manage and resolve complex health information requests, including requests involving legal documentation, deceased patients, sensitive or restricted records, subpoenas, insurance matters, and other protected health information requiring advanced review, interpretation, and judgment.
• Review, validate, and process authorizations, subpoenas, legal documentation, and requests for medical information to ensure compliance with HIPAA, applicable federal and state regulations, and Yale Health policies and procedures.
• Analyze medical record content and determine the appropriate documentation responsive to requests while ensuring privacy protections, minimum necessary standards, and appropriate disclosure of protected health information.
• Locate, retrieve, compile, organize, and prepare medical records from multiple electronic health record systems and clinical documentation sources.
• Collaborate with internal departments, providers, patients, attorneys, insurance organizations, and external healthcare entities to resolve complex medical record requests and facilitate timely and accurate responses.
• Maintain accurate documentation, tracking, and reporting related to health information requests, disclosures, incoming documentation, and health information management workflows.
• Perform advanced document imaging, scanning, indexing, and quality review activities to ensure accurate placement, indexing, accessibility, and integrity of patient health information within the electronic health record.
• Identify, investigate, and resolve record integrity issues, including misfiled documentation, duplicate records, indexing errors, and documentation discrepancies, escalating issues when appropriate.
• Support medical record retention, digitization, and information governance activities in accordance with regulatory requirements, retention standards, and organizational policies.
• Conduct quality assurance reviews of HIM workflows, including document scanning, indexing, release of information, and record maintenance processes, to promote accuracy, regulatory compliance, and patient safety.
• Identify opportunities for process improvement and provide input into the development, revision, and implementation of HIM procedures, workflows, and operational standards.
• Participate in departmental audits, compliance activities, regulatory readiness initiatives, and other quality and risk.

Schedule: Full-Time - 37.5 hours, Weekdays, 8:30 a.m. - 5:00 p.m. Evenings, weekends, holidays/recess periods may also be required.

Required Skills and Abilities

1. Advanced knowledge of HIPAA, state privacy regulations, and ROI practices. Ability to interpret and apply HIPAA, state privacy regulations, and organizational policies to complex health information scenarios. Strong understanding of Release of Information processes, medical record access requirements, and confidentiality standards.

2. Ability to independently analyze complex situations, interpret regulations, and exercise sound judgment. Ability to work independently while contributing effectively within a collaborative team environment

3. Strong organizational skills with the ability to prioritize competing demands and manage time-sensitive requests. Strong attention to detail and commitment to accuracy in managing confidential health information.

4. Excellent written, verbal, and interpersonal communication skills. Ability to establish effective working relationships with patients, providers, staff, attorneys, insurance organizations, and external partners.

5. Proficiency with electronic medical record systems and health information technology applications. Proficiency with Microsoft Office applications, including Word and Excel.

Preferred Skills and Abilities

1. Associate degree in Health Information Management, Healthcare Administration, Business Administration, or related field. Experience working in an academic medical center, ambulatory healthcare organization, or integrated healthcare delivery system.

2. Experience with Release of Information operations, document imaging, medical record auditing, or privacy-related healthcare functions. Experience with Epic electronic health record applications.

Principal Responsibilities

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities. 2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements. 3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work. 4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports. 5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material. 7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.

Job Posting Date

10/20/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Hourly Range

$31.83

Benefits

A general description of the benefits to be offered with this Clerical and Technical position is available at:

Yale Benefits

Time Type

Full time

Duration Type

Staff

Work Model

On-site

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

This role is a healthcare worker position. Healthcare workers (HCW) are defined as university employees working a healthcare setting who have the potential for direct or indirect exposure to patients, human research subjects or infectious materials including body substance, contaminated medical supplies, devices and equipment, surfaces, or air. HCW have specific health requirements that must be met prior to starting work, including MMR vaccine or immunity, varicella (chickenpox) vaccine or immunity, TB screening, COVID vaccine according to University policy, hepatitis B vaccine or immunity, and annual flu vaccination.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual's sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.