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Health Information Clerk 1.0 Full Time

Ishpeming, Michigan

Req ID 7442-1883 Post Date Apr. 07, 2025 CategoryAdministrative FacilityUP Health System - Bell
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Maintains an efficient and secure patient health information system through duties related to the collection, processing, filing, storage, retrieval and delivery of patient medical records. Works as a team with other HIM staff to facilitate workload assignments and assure quality assurance is completed. Ensure the appropriateness access to and release of confidential patient information through adherence to hospital policy and regulatory requirements. Provides excellent customer service during all telephone and walk-in inquires.

Follows established policies and procedures objectives, safety standards and sensitivity to confidential information.

Supports the culture of service excellence throughout the organization at all times.

Complies with federal and state law and accrediting and licensing agencies at all times, to include but not limited to, the Joint Commission and federal compliance regulations.

Establishes and maintains inpatient and outpatient record systems on an ongoing basis, including sorting, filing, storage, retrieval, delivery, logging, and tracking of records. Audits files on regular basis to ensure accurate manual and electronic filing.

Purges records on a periodic basis following clearly defined procedures for record retention and storage.

Distributes local physician copies of patient records on a daily basis and out-of-town physicians' copies on a weekly basis or more often as necessary.

Provides office reception coverage, answers multiple incoming phone calls, provides routine information, and direct calls to the appropriate location.

Prepares hard copy documents for subsequent imaging accordingly to previous established prepping policies and procedures; maintains acceptable productivity and quality thresholds for prepping.

Scans batched documents according to previously established policies and procedures; maintains acceptable productivity and quality thresholds for scanning.

Indexes batched documents according to previously established indexing policies and procedures; maintains acceptable productivity and quality thresholds for indexing.

Performs quality assurance as assigned by Supervisor to support organizational standards.

Acts as subject matter expert for the organizations other team members for processing, document imaging, birth certificates and other customer service inquiries.

Identifies and analyzes potential duplicate medical record numbers to determine the best course of action to support optimal master patient index integrity.

Maintains the security and confidentiality of patient records and health information by determining the appropriate access to patient medical records according to established policies and procedures; obtains appropriate consent(s) for release of information. Maintains confidentiality in accordance with HIPAA regulations.

Prepares and disseminate photocopies of facsimiles of pertinent records as needed for patient transfer, continuity of care, and administrative review of regulatory audit.

Accesses and inputs data into various department computer systems and initiates computer generated reports.

Assures that necessary pre-operative paperwork, history and physical exams and admission paperwork is properly distributed.

Final checks and files patient records as appropriate for service type and medium.

Interviews patients and reviews medical records to obtain required information, prepares legal and complimentary birth certificates and notarizes required documents for filing of birth certificates with the county clerk and State of Michigan.

Completes fetal death certificates for all fetal deaths, according to the Michigan Department of Community Health guidelines.

Assists in the care of maintenance of department equipment and supplies.

Assists in department staff development through training staff, students and volunteers as assigned.

Assists in county charts and distributing letters to physicians for incomplete records, according to Medical staff rules and regulations and departmental policies and procedures.

Enhances professional growth and development through training staff, students and volunteers as assigned. Completes annual education requirements.

Participates in Quality Improvement activities as directed by Supervisor.

Actively seek ways to demonstrates a commitment to continuous improvement and participate in professional development opportunities.

Participates and attends meetings and in services as required/ or assigned.

Liaises with vendors as needed to provide excellent customer service.

Performs other related duties as assigned or requested.

Understands and adheres to Corporate Compliance Policies, Code of Conduct, and Conflict of Interest Policy.

Keyboarding. Alpha/numeric filing, tested at 90% accuracy. Numeric data entry, tested at 90% accuracy. Able to operate office equipment: computer terminal, printer. Able to sequence both simple and complex tasks in the correct order. Communicate clearly with employees, medical staff, and the general public regarding health information needs and concerns. Demonstrated teamwork skills. Ability to deal with change. Demonstrates a positive attitude towards initiating continuous improvement. Ability to respond appropriately in challenging situations. Ability to work without direct supervision. Basic knowledge of medical record content and sequence.


Minimum Education High school graduate or equivalent.6-12 months of experience in an office setting. Preferred: Medical records experience or other related clerical experience.

Required Skills Requires critical thinking skills, decisive judgment and the ability to work with minimal supervision. Must be able to work in a stressful environment and take appropriate action.


Equal opportunity and affirmative action employers and are looking for diversity in candidates for employment: Minority/Female/Disabled/Protected Veteran
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