HIMS Clerk
Job Title: HIMS Clerk
Location: Washington, DC
Organization: Unity Health Care
Employment Type: Full-Time
About Unity Health Care
Unity Health Care is committed to providing accessible, high-quality health care to individuals and families throughout the Washington, DC community. Our team works to improve the health and well-being of the communities we serve by providing comprehensive, patient-centered care.
Position Summary
Under the supervision of the HIMS Supervisor, the HIMS Clerk supports the coordination, tracking, processing, maintenance, and retrieval of patients' medical records, referrals, and specialty consultation reports.
This position plays an important role in ensuring referrals and medical records are accurately processed, specialty consultation reports are received and reviewed by the appropriate providers, and patients are appropriately followed throughout the referral process. The HIMS Clerk works closely with providers, patients, hospitals, specialty practices, and internal departments to support timely and effective communication and continuity of care.
Key Responsibilities
- Screen, track, obtain, and maintain patient referrals and medical records to ensure specialty consultation reports are received and appropriately reviewed.
- Monitor referrals identified for follow-up, including high-priority and urgent referrals.
- Serve as a professional liaison between Unity Health Care, hospitals, and specialty providers to obtain consultation reports and medical records.
- Utilize team-based communication strategies to support timely referral follow-up and closure.
- Contact patients regarding missed specialty appointments, determine the reason for the missed appointment, and assist with rescheduling appointments in eCW.
- Fax patient medical records to specialty facilities as needed.
- Send notifications and T-Cons to providers regarding outstanding referrals and follow-up needs.
- Document patient encounters and follow-up activities using established processes, including the "3-10 Rule."
- Send certified letters to patients when outreach attempts are unsuccessful.
- Ensure compliance with Unity Health Care HIPAA guidelines and the appropriate handling of confidential patient information.
- Assign consultation reports to the appropriate provider in a timely manner and follow up to ensure reports are reviewed and properly filed.
- Send alerts to providers regarding reports containing identified "alarm words" that may indicate potentially high-risk results.
- Update patient demographic and other information as required.
- Maintain accurate fax inbox information, phone numbers, and contacts; communicate with stakeholders regarding changes or improper utilization.
- Manage fax inboxes by assigning documents to the appropriate provider and ensuring timely processing and filing.
- Assist with population health management outreach to patients by phone.
- Review and assign medical record requests to DataFile Technologies for processing.
- Keep the Health Center Director, HIMS Supervisor, and providers informed of problems or concerns related to patient records.
- Perform other duties as assigned.
Minimum Qualifications
- High school diploma or equivalent.
- At least one year of clinical office experience.
- Understanding of medical terminology.
- Strong organizational and communication skills.
- Ability to work independently and effectively as part of a team.
- Demonstrated ability to communicate and work effectively with diverse populations.
- Proficiency with Microsoft Office Suite and other business software.
- Knowledge of electronic medical records is strongly preferred.
Why Join Unity?
- Make a meaningful contribution to the health and well-being of the Washington, DC community.
- Work in a collaborative, patient-centered health care environment.
- Support a diverse patient population and help improve continuity of care.
- Be part of a team committed to accessible and high-quality health care.
- Develop valuable experience in health information management, medical records, referrals, and clinical operations.