Health Information Management Technician

Job Summary

Aptive is seeking a Health Information Management Technician to support ICE Health Services Corps (IHSC) . IHSC's mission is to provide medical care to maintain the health of individuals in the custody of ICE . IHSC is committed to ensuring a system of care that is ethical, responsible, and accountable through rigorous surveillance and monitoring activities . The Health Information Management Technician at Aptive will play a key role in providing this support to IHSC and achieving their mission.

This position requires on-site hybrid support at our client location.

Primary Responsibilities

• Receives health information requests , maintains tracking system for each.
• Ensures requested information is appropriately and accurately gathered, accurately secured (password protected) and released to the requestor within deadline requirements.
• Keeps requestor notified of any anticipated or unexpected delays.
• Tracks compliance with release of information timelines.
• Makes timely reminder calls to the healthcare organizations inquiring about requested information not received .
• Search for and create "new" patient in electronic health record when necessary for filing/scanning documents.
• Files/scans documents in appropriate sections of the electronic medical record within prescribed time period .
• Appropriately documents all release of information in the electronic health record according to standard practices.
• Routes clinical reports to appropriate clinic staff within prescribed time period .
• Archives clinical information from the medical record within prescribed time period in accordance with established IHSC policy and procedures and the approval from the Records and Information Management lead.
• Corresponds with outside medical facilities and contract vendors to request pertinent medical information to place in the medical record using appropriate and authorized ICE and IHSC forms. Tracks requests and performs follow-up ensuring receipt of information requested .
• Reviews all documentation for completeness and routes incomplete documents to the appropriate provider for correction prior to placing/scanning in the medical records.
• Maintains all health documentation according to IHSC policy and procedures to maintain privacy and confidentiality.
• Maintains patient confidentiality and confidentiality of medical records in compliance with the Privacy Act and Freedom of Information Act in all work activities. Protects the patient's right to privacy by ensuring only authorized individuals have access to medical information.
• Uses multiple electronic mediums (SharePoint, EHR) to process material (e.g., correspondence, tabular data, reports, etc.) to prepare, update, and maintain records and provide required and requested information to appropriate personnel.
• Performs record keeping functions in accordance with program policies and position.
• Assists in categorizing, organizing, and maintaining file systems in IHSC Headquarters File Room as well as assisting with documenting and preparing files and records in anticipation of record retention and archiving.
• Maintains a high level of proficiency and ease of use utilizing electronic health records.
• Provides basic technical advice and assistance to IHSC personnel on records management questions/guidance.
• Processes transfers of ICE records to approved storage facilities.
• Processes retrieval requests from a storage facility.
• Coordinates the approval of IHSC requests to dispose of records .
• Conducts inventory of program office records, including type and location.
• Tracks and reports information using Excel and the office's matter tracking system.
• Assists with various records management projects.
• Requests records from National Archives and Records Administration (NARA) in response to requests . Tracks these requests, copies/scans records as required to fulfil request, document release of information, and return records to correct Federal Record Center location.
• As instructed, assists with creation, editing, approval routing, and electronic maintenance of IHSC forms.
• As instructed, assists with review, tracking, routing, and electronic maintenance of systems for records archiving.
• Completes and passes all discipline specific competencies testing, initially and annually.
• Completes all mandatory, initial, annual and ad hoc training as required/assigned.
• Adheres to and maintains awareness of IHSC Policies, Procedures, Directives, Operational Memoranda and accreditation standards as prescribed by ICE/IHSC.
• Adheres to and participates in IHSC's Safety, Prevention, Infection and Control, Quality Improvement, Patient Education and other programs and collateral duties as appropriate to position.
• Keeps Technical Monitor aware of issues, problems, concerns.
• Attends and participates in general/medical staff meetings.
• Other duties as assigned.

Minimum Qualifications

• High School Diploma or GED equivalent.
• Experience in a detention/correctional or residential healthcare setting preferred (not required ).
• Minimum of one year experience in a healthcare setting as a medical record technician, medical record clerk, unit secretary, or similar position where the processing of electronic medical/health records was part of the daily responsibilities.
• Minimum of one year experience processing release of information requests which includes requesting health records from providers as well as releasing health care information in accordance with organizational policies/procedures as well as applicable laws.
• Knowledge of and a high level of proficiency with computers and common Microsoft Office programs, specifically Microsoft Outlook, Word, SharePoint, and Excel.
• Ability to work approximately 95% of time using computers, scanners, printers, telephone and be literate in their usage and able to troubleshoot. Ability to learn new equipment and required processes in a fast paced environment.
• Able to work independently within skill level and identify when assistance or guidance is needed.
• Knowledge of the basic principles of standard electronic medical record procedures, methods, and requirements to perform routine medical records duties.
• Ability to understand and become knowledgeable of the procedures, rules, operations, sequence of steps, documentation requirements, time requirements, functions, and workflow to process electronic medical records, to review records for accuracy and completeness, and to keep track of processing deadlines.
• Knowledge of medical terminology.
• Ability to recognize information inconsistencies and take appropriate action to resolve .
• Ability to maintain an electronic medical record system and ensure compliance with all agency governance and guidance on handling medical records in an appropriate manner.
• Ability to work in a multi-cultural and multi-lingual environment.
• Ability to adapt to sudden changes in schedules and flexibility in work requirements.
• Ability to respond to all requests diplomatically and tactfully whether by telephone, in person, or in writing
• Ability to communicate proficiently in English (verbal and written) in order to develop positive rapport with co-workers, outside healthcare providers, and other stakeholders.
• Ability to establish and maintain positive working relationships in a multidisciplinary environment.
• Ability to navigate in an electronic work environment including electronic health records, web based training and communications.
• Knowledge of regulations (FOIA/Privacy Act/HIPAA) regarding the confidentiality of patient medical records and information as well as Personally Identifiable Information (PII).
• Ability to establish time saving, efficient work processes and operations . Ability to work professionally, effectively, efficiently and independently.
• Must be able to multi-task effectively and must be detail oriented.
• Ability to obtain and maintain a government security clearance as required for the position

Desired Qualifications

• Previous experience supporting a federal program, experience with IHSC highly desired
• P roject management experience
• M ilitary veterans are encouraged to apply

Client Information

IHSC's mission is to provide medical care to maintain the health of individuals in the custody of ICE through an integrated health care delivery system, based on nationally recognized correctional, detention and residential health care standards . The Agency is committed to providing healthcare services to protect the nation's health, reduce global disease and provide medical support for the law enforcement mission of the safe apprehension, enforcement and removal of detained individuals involved in immigration proceedings. IHSC is committed to ensuring a system of care that is ethical, responsible, and accountable through rigorous surveillance and monitoring activities.

About Aptive

Aptive is a modern federal consulting firm focused on human experience, digital services, and business transformation. We harness creativity, technology, and culture to connect people and systems to impact the world. We're advisors, strategists, and engineers focused on people, above all else.

We believe in generating success collaboratively, leaving client organizations stronger after every engagement and building trust for the next big challenge. Our work inspires people, fuels change and makes an impact. Join our team to be part of positive change in your community and our nation.

EEO Statement

Aptive is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, color, national origin, religion, creed, sex, sexual orientation, gender identity, marital status, parental status, veteran status, age, disability, or any other protected class.

Veterans, members of the Reserve and National Guard, and transitioning active-duty service members are highly encouraged to apply.