Health Information Specialist

J  o  b    D  e  s  c  r  i  p  t  i  o  n

JOB INFORMATION

Effective Date:

6/25/2026

Entity:

Wisconsin

Job Code:

440006

Job Title:

Health Information Specialist

FLSA Exemption Status:

Non-Exempt

Management Level:

Individual Contributor

JOB SUMMARY

The Health Information Specialist participates as an integral member of the Health Information Management team by ensuring the quality maintenance of patient information/medical records, processing STAT requests, retrieving and extracting data or record from various systems from internal and external and external providers, and deficiency analysis according to Joint Commission standard, CMS & IDPH regulations, and organizational policy and procedures.

The incumbent must be self-motivated and prioritize work tasks among various work queues and multiple systems based upon Service Level Agreements (SLAs) to ensure confidentiality of all medical record information. The incumbent in this position will be required to be well versed with varying State, Federal, regulatory and accreditation document requirements. The incumbent may work closely with both internal and external customers including clinicians, staff, and patients.

The Health Information Specialist is responsible for all functions of the Document Imaging Processor, to include, obtaining documentation from third party portals and communicating with third party vendors, reviewing reports and completing basic document corrections. The incumbent is required to be self-motivated with an eye for detail and the ability to complete tasks with minimal errors.

ESSENTIAL DUTIES

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Identify/analyze documents so they can be indexed to the appropriate level, document type, document descriptions, patient name/MRN and encounter so all Epic users are able to locate scanned records and the legal medical record is complete for release of information.

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Respond promptly to stat requests. Adhere to quality and productivity standards. Import electronically stored documents from network folders and other types of electronic media.

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Perform quality review on all scanned and indexed documents. Make corrections in the appropriate system and provide feedback/education to the scanner/indexer.

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Use guidelines and judgement to assign deficiencies to Senior Health Information Specialist to final review.

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Work in partnership with providers and other caregivers to complete records in the most efficient, timely & accurate manner possible.

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Follow federal and state regulations, HIPAA and RHS policies. Maintain confidentiality by respecting protecting the patient’s right to privacy regarding information accessed and released.

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Log all work in database tracking system and communicate any issues with the management team.

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Identify errors within the systems and facilitate corrections including completing basic corrections.

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Review scanned and indexed documents for quality through Self-QA to ensure accuracy and image quality.

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Assist with QA of basic level indexing and communicate results with the management team.

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Retrieve documentation from third party portals; communicate with third party vendors as necessary to ensure complete and accurate document retrieval.

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Serve as an instructor and resource on all Document Imaging workflows for staff and other UW departments.

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Actively promote positive communication and coaching by creating an environment of trust.

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Provide New Employee Orientation assistance as requested by Document Imaging leadership.

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In collaboration with training supervisor, assess the training needs or support needs for new and current staff.

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Maintain a level of professionalism and treat other with respect and consideration regardless of status or position.

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Demonstrate good judgment, accountability, and uphold the UW Health Service and Performance Standards.

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Support an environment of trust, discourage groupthink, seek opposing views, and values diversity.

As needed, additional responsibilities reasonably within the scope of duties and physical requirements may be assigned.  ALL DUTIES AND REQUIREMENTS MUST BE PERFORMED CONSISTENT WITH THE UW HEALTH PERFORMANCE STANDARDS AND RESPECT FOR PEOPLE COMMITTMENTS.

X

Clinical

Will provide all patients age and culturally appropriate assessment/screening and interpretation of clinical and laboratory data. Develops and implements age appropriate interventional plans of care including education within the parameters of their position responsibilities and licensure

JOB REQUIREMENTS

No minimum education

Required

High school diploma or equivalent.

Preferred

6 months

in an office setting or customer service environment

Required

1 year

experience in a clinical or Health Information Management Department of a large health care facility

Preferred

Registered Health Information Technician (RHIT)

Preferred

Registered Health Information Administrator (RHIA)

Preferred

LICENSE, CERTIFICATIONS, AND REGISTRATIONS MUST BE MAINTAINED PER UW HEALTH POLICY. 

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Excellent verbal and written communication skills

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Knowledge of indices and filing systems necessary to file, store, and retrieve information from paper and electronic record systems preferred (terminal digit filing preferred)

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Completion of basic training as a Health Information Specialist – Associate while maintaining minimum quality and productivity expectations

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Ability to examine the record and verify patient identification

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Ability to examine a document and determine its proper placement within the paper or electronic record

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Knowledge of standard medical terminology, basic human anatomy and medical record format, content and medical documentation order preferred

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Detail orientated and ability to be self-motivated to prioritize and make decisions to complete duties in a timely manner

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Ability to work under pressure of deadlines

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Excellent interpersonal communication and team skills in a complex organizational setting

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Excellent internal and external customer service skills with the ability to remain calm, be patient and respond professionally to all requests

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Ability to work in a team environment and to collaborate with a variety of professionals

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Knowledge of and experience with conflict resolution techniques and problem analysis/resolution skills preferred

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Knowledge of UW Health organizational structure preferred

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Proficient in the operation and use of computers and scanners including various software programs such as Epic, word processing and spreadsheets

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Ability to perform routine maintenance and basic maintenance of scanning equipment preferred

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Ability to maintain patient and employee confidentiality

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Ability to work scheduled on-call as needed

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Ability to perform repetitious movement, including long periods of standing or sitting, along with the ability to stoop, bend, reach, step up and sit for extended periods of time

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Ability to lift 25 pounds and push 200 pounds

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Ability to perform job function and make decisions without direct supervision

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Requires working knowledge of department-wide policies, procedures, and systems.

PHYSICAL REQUIREMENTS/WORKING CONDITIONS

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Sedentary: Sedentary work involves lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required occasionally and other sedentary criteria are met.

Up to 10#

Negligible

Negligible

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Light: Light work involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. Even though the weight lifted may be very little, a job is in this category when it requires a good deal of walking or standing, or when it involves sitting most of the time with some pushing and pulling of arm or leg controls. To be considered capable of performing a full or wide range of light work, you must have the ability to do substantially all of these activities. If someone can do light work, we determine that they can also do sedentary work, unless there are additional limiting factors such as loss of fine dexterity or inability to sit for long periods of time.

up to 20#

Up to 10# or requires significant walking or standing or requires pushing/pulling of arm/leg controls.

Negligible or constant push/pull of items of negligible weight

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Medium: Medium work involves lifting no more than 50 pounds at a time with frequent lifting or carrying of objects weighing up to 25 pounds. If someone can do medium work, we determine that they can also do sedentary and light work.

20-50#

10-25#

Negligible-10#

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Heavy: Heavy work involves lifting no more than 100 pounds at a time with frequent lifting or carrying of objects weighing up to 50 pounds. If someone can do heavy work, we determine that they can also do medium, light, and sedentary work.

50-100#

25-50#

10-20#

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Very Heavy: Very heavy work involves lifting objects weighing more than 100 pounds at a time with frequent lifting or carrying of objects weighing 50 pounds or more. If someone can do very heavy work, we determine that they can also do heavy, medium, light, and sedentary work.

Over 100#

Over 50#

Over 20#

Other - list any other physical requirements or bona fide occupational qualifications not indicated above:

Over 50 lbs.

UW Health does not require, nor does it expect that its employees lift more than 50 lbs unassisted. Objects in excess of 50 lbs should be lifted or moved with mechanical means or through a team lift. Employees in patient care areas are expected to utilize mechanical lifts and adhere to the "Use of Mechanical Lifts (Liko)" policy in the Patient Services Policy and Procedure Manual.

Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.

THE EMPLOYEE MUST BE ABLE TO COMPLETE ALL PHYSICAL REQUIREMENTS OF THE JOB WITH OR WITHOUT AN APPROVED ACCOMODATION. Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.