Administrative Skills, Business Strategy, Change Management, Clinical Study Publications, Cross-Functional, Customer Support/Service, Detail Oriented, Document Management, Documentation Format, Electronic Document and Records Management System (EDRMS), Employee Relations, Establish Priorities, HIPAA (Health Insurance Portability and Accountability Act), Health Information Management, Healthcare, Information Science, Interpersonal Skills, Inventory Management, Legal, Medical Record System, Metadata, Multitasking, On Call, Operational Support, Organizational Development/Management, Organizational Skills, Problem Solving Skills, Publications, Purchasing/Procurement, Quality Management, Regulations, Regulatory Requirements, Release Notes, Source Code/Configuration Management (SCM), Strategic Planning, Style Guide, System Migration, Systems Administration/Management, Usability Engineering
Job Summary
The HIM Forms Coordinator leads the governance, standardization, and lifecycle management of all patient-facing and operational forms across a multi-facility healthcare organization. This role builds and enforces the standard forms framework, maintains the central catalog, and partners with stakeholders to migrate legacy, facility-specific forms to the approved enterprise format. Serves as the subject-matter expert on the required standards for layout, metadata, accessibility, and compliance (HIPAA, regulatory, and organizational policies).
Strategy & Governance
- Assists in the build of Enterprise Forms Standards (templates, style guide, metadata schema, accessibility requirements, revision codes, approval workflow).
- Owns forms lifecycle governance
- Establish the official South Domain Forms Catalog-a single source of truth naming each approved form, owner, version, effective date, etc.
- Design and run the forms intake and approval workflow (request, evaluation, legal/compliance review, clinical sign-off, HIM approval, versioning, release).
Standardization & Migration
- Inventory facility-specific forms; map to enterprise equivalents; lead migration plans to retire or update local forms into the approved standard.
Content Maintenance & Publishing
- Own formatting and document management system publication of the final, approved forms; ensure usability and organizational standards.
- Maintain change logs, release notes, and communication plans for new or updated forms.
Compliance, Quality, and Audit
- Prepare metrics and reports for leadership, quality committees, and auditors.
Stakeholder Engagement
- Serve as the point of contact for facility leaders, clinicians, registration, revenue cycle, legal/compliance, and IT.
- Lead workshops and training on the standard forms framework; publish self-service guides.
Administrative & Operational Support
- Manage forms-related inquiries and provide professional responses.
- Plan and procure tools or supplies needed for forms digitization and publication.
- Contribute to records clean-up initiatives tied to legacy forms/destruction projects.
- Perform other duties as assigned to support HIM operations.
- Support Forms Committee.
Knowledge, Skills & Abilities
Patient Group Knowledge (Only applies to positions with direct patient contact)
The employee must possess/obtain (by the end of the orientation period) and demonstrate the knowledge and skills necessary to provide developmentally appropriate assessment, treatment or care as defined by the department's identified patient ages. Specifically the employee must be able to demonstrate competency in: 1) ability to obtain and interpret information in terms of patient needs; 2) knowledge of growth and development; and 3) understanding of the range of treatment needed by the patients.
Competency Statement
Must demonstrate competency through an initial orientation and ongoing competency validation to independently perform tasks and additional duties as specified in the job description and the unit/department specific competency checklist.
Common Duties and Responsibilities
(Essential duties common to all positions)
Maintain and document all applicable required education.
Demonstrate positive customer service and co-worker relations.
Comply with the company's attendance policy.
Participate in the continuous, quality improvement activities of the department and institution.
Perform work in a cost effective manner.
Perform work in accordance with all departmental pay practices and scheduling policies, including but not limited to, overtime, various shift work, and on-call situations.
Perform work in alignment with the overall mission and strategic plan of the organization.
Follow organizational and departmental policies and procedures, as applicable.
Perform related duties as assigned.
Education
- Associate's degree in Health Information Management, Information Science, or related field and 1 year in HIM, forms management, electronic health record/document management system administration, or clinical operations.
- Preferred - Knowledge of healthcare regulatory requirements impacting consent, intake, clinical documentation, and privacy.
Qualifications/Skills: • Proficiency with Microsoft Office and electronic health record/document management system platforms (e.g., Cerner; document management system publishing).
- Proven experience building standards, leading cross-functional projects, and change management.
- Organization & Attention to Detail-managing inventories, version control, and audit trails.
- Communication & Interpersonal Skills-facilitation across clinical, operational, and IT teams for Vandalia Health. • Prioritization & Multitasking-handling simultaneous standardization efforts. Problem-Solving & Critical Thinking-navigating facility needs while enforcing standards.
Credentials
- No Certification, Competency or License Required
Work Schedule: Days
Status: Full Time Regular 1.0
Location: Document Center Building
Location of Job: US:WV:Charleston
Talent Acquisition Specialist: Tamara B. Young tammy.young@vandaliahealth.org