What Does An Information Management Specialist Do?

WHAT DOES AN INFORMATION MANAGEMENT SPECIALIST DO?

Published: Aug 21, 2025 - The Information Management Specialist ensures the accurate sorting, verification, and scanning of medical records into the EMR system while adhering to established guidelines. This role handles the release of information requests, coordinates directly with patients and external entities, and maintains the timely and secure delivery of health data. The specialist also upholds data integrity and confidentiality in compliance with HIPAA, state, and federal regulations.

A Review of Professional Skills and Functions for Information Management Specialist

1. Information Management Specialist Duties

Record Analysis: Medical record analysis and chart completion
Deficiency Tracking: Tracking deficiencies and completion of provider documentation
Department Coverage: Provides coverage for the HIM department
Service Delivery: Performs customer service activities
Physician Support: Assist physicians with medical record completion and coding
Patient Interaction: Interact with patients in person or over the phone, assisting with medical record requests
Follow Up: Follow up with the physician/physician office, business office, hospital departments and external agencies, phone calls and inquiries
Productivity Reporting: Maintain daily productivity reports and submit promptly

2. Information Management Specialist Details

Record Analysis: Completes analysis/reanalysis of all records accurately and in a timely manner
Suspension Processing: Performs or assists in the performance of all tasks related to the physician suspension process
Deficiency Assignment: Assigns signature deficiencies to Med Images reports
Queue Management: Works the wait for the OP Note queue in HPF and others as requested, to help prevent delays in billing/coding
Report Submission: Submits reports to the outside transcription service provider, which contain physician corrections, ensuring they are returned in a timely manner
Chart Reconciliation: Performs chart pick-up and reconciles records retrieved against the discharged lists, ensuring any missing records have timely follow-up/resolution
Quality Monitoring: Assists in monitoring the quality of work in the document imaging system
Schedule Review: Reviews the surgery schedule each day, ensuring reports that are available are delivered timely to the pre-op area
Information Release: Processes releases of health information requests, including subpoenas to produce health records
Record Handling: Collects, organizes, reviews, scans, and files patients’ loose health records into the facility's Electronic Health Record
Patient Assistance: Informs, educates, and assists patients with registering to The People’s Patient Portal
Caller Support: Provides excellent customer service to callers inquiring about health information
Department Assistance: Assists the internal departments' staff, as it pertains to health information
Information Confidentiality: Maintains strict confidentiality of patients’ health information

3. Information Management Specialist Responsibilities

Record Accuracy: Responsible for a complete and accurate quality electronic medical record
Review Validation: Understands that validation and completion of the quality review process ensure the integrity and legality of the electronic medical record
Record Availability: Accountable for ensuring the timely availability of the electronic medical record for patient care
Image Review: Reviews scanned documents for overall image quality and accuracy of indices assigned during the scanned process, according to the timeframe requirements
Record Analysis: Analyzes medical records for physician completion utilizing the Joint Commission standards
Information Release: Performs all aspects of Release of Information
Legal Response: Attends court trials, responds to subpoenas, and performs follow-up billing utilizing HIPAA Guidelines
Physician Support: Daily interaction with assisting physicians with the completion of their medical records
Clerical Assistance: Assists the transcription section with clerical responsibilities and the processing of reports

4. Senior Information Management Specialist Job Summary

Issue Analysis: Analyzes complex issues and records
Compliance Reporting: Identifies and reports compliance issues; if not within policy and procedure, addresses with management
Record Validation: Validates and performs quality review of scanned records as well as monitors and maintains the integrity of the legal medical record
Problem Solving: Solves complex clerical office and chart locator problems
Trend Identification: Identifies trends in scanning errors and processes and communicates to management
Quality Review: Assists with quality review of medical records, which is determined by the manager
Deficiency Assignment: Reviews the medical record and assignment of deficiencies to ensure compliance with rules and regulations for record completion
Data Auditing: Audits the accuracy of electronic and manual entry and facilitates the resolution of any discrepancies
System Management: Maintains records using multiple, complex systems to retrieve files, locate missing records, file or scan new and updated information
Content Evaluation: Determines appropriate document content and data
Record Review: Reviews medical records for completeness and files records in the filing system
Entry Monitoring: Monitors entries made into medical record documents to ensure that all information is legible, complete, and signed
Document Review: Reviews scanned documents for accuracy, legibility, and appropriate identification
Customer Service: Provides customer service-related duties
Physician Communication: Communicates with physicians and staff to clarify diagnosis or get additional information
Care Assurance: Ensures safe care to patients, staff, and visitors
Policy Adherence: Adheres to all Memorial Hermann policies, procedures, and standards within budgetary specifications including time management, supply management, productivity, and quality of service
Professional Development: Promotes individual professional growth and development by meeting requirements for mandatory/continuing education and skills competency
Goal Support: Supports department-based goals that contribute to the success of the organization
Staff Mentorship: Serves as preceptor, mentor, and resource to less experienced staff

5. Information Management Specialist Accountabilities

Document Sorting: Sort all incoming papers received from the clinics by interoffice, Rightfax/Fax machine, and email, which includes a date stamp on incoming documents, checking for two patient identifiers on each document and checking for accuracy of the correct medical record
Scan Preparation: Prepare for scanning or sending to clinics for provider review
Record Scanning: Scan medical records into Epic, using the established scanning guidelines
Data Monitoring: Monitor incoming and scanned documents to ensure accuracy of the data being input into the EMR
Issue Resolution: Follow up with the provider and/or Supervisor to resolve any found issues
Request Processing: Process ROI requests, follow the protocols of the release of information program
Urgent Release: Scan or photocopy patient health information for release to the requester/recipient on a STAT basis
Service Delivery: Provide customer services for in-person and telephone requests, faxing information in a timely and accurate manner
Direct Requests: Process the patient's direct request for medical records to self/other
Patient Coordination: Coordinate with the patient for processing needs
Call Management: Receive and handle calls from multiple phone lines from patients, providers, other departments, copying firms, insurance companies, and outside clinics, providers, and business partners
Chart Merging: Merge charts and/or medical record numbers for duplicate medical record number assignments
Record Confidentiality: Maintain the integrity and confidentiality of the medical record following State, Federal, and HIPAA guidelines
Proxy Access: Process MyChart Proxy account access