Patient Access & HIM Reconciliation Specialist

Job Summary

The Patient Access & HIM Reconciliation Specialist supports the accurate processing, maintenance, reconciliation, and exchange of patient health information while advancing patient access, empanelment, and continuity-of-care initiatives. This position ensures external clinical records are integrated into the electronic health record (EHR), supports clinical data abstraction and record management, and coordinates panel management, patient onboarding, provider assignment, and patient re-engagement activities. The role requires strong attention to detail, analytical skills, customer service, and a commitment to data integrity, confidentiality, and regulatory compliance.

Essential Duties and Responsibilities

Health Information Management & Document Reconciliation

• Records Processing & Data Integration: Receive, prioritize, index, categorize, reconcile, and maintain incoming health information from digital fax, health information exchange (HIE), external EHR, and other sources. Extract and enter relevant clinical information into structured EHR fields to support complete, accurate, and accessible patient records.
• Records Compliance & Lifecycle Management: Support HIPAA-compliant maintenance, release, retention, archiving, and destruction of patient records. Coordinate secure exchange of information with external healthcare organizations, medical records vendors, and HIE’s while ensuring adherence to organizational and regulatory requirements.
• Quality Review & Reconciliation: Verify patient identifiers and demographic information, monitor record quality and completeness, resolve discrepancies, track record requests, and ensure appropriate routing of clinical documentation for provider review and follow-up.

Patient Access, Empanelment & Panel Management

• Panel Management: Support PCP assignment, panel balancing, provider transitions, PCP changes, and patient status updates to maintain accurate empanelment and continuity of care.
• Patient Access & Engagement: Support new patient onboarding, medical record acquisition, outreach to inactive patients, and related activities that improve access, retention, and continuity of care.

Reporting, Analytics & Quality Improvement

• Panel and Continuity Reporting: Develop, maintain, and analyze patient panel and continuity reports, including provider assignments, continuity rates, retention trends, utilization patterns, and PCP changes.
• Cross-Functional Collaboration: Work collaboratively across North Star Health to facilitate patient access, continuity of care, record processing, empanelment activities, population health initiatives, and successful workflow execution.

Requirements

Qualifications

• Education: High school diploma or equivalent required; coursework or associate degree in Health Information Management, Healthcare Administration, Medical Office Administration, Medical Terminology, Anatomy/Human Biology, Public Health, or a related healthcare field preferred.
• Experience: Three to five years of experience in healthcare operations, health information management, patient access, care coordination, population health, or a related healthcare setting preferred. Experience with EHR systems, data management, and confidential information required.
• Competencies: Strong analytical, organizational, and communication skills with the ability to interpret clinical information, manage multiple priorities, maintain data accuracy, and support patient access, continuity of care, and regulatory compliance. Knowledge of healthcare operations, medical terminology, HIPAA requirements, and population health principles preferred.

Skills & Abilities

• Ability to communicate professionally and compassionately with patients, providers, staff, and external organizations.
• Proficient in EHR systems and Microsoft Office Suite.
• Strong data analysis, reporting, and problem-solving skills.
• Excellent verbal and written communication skills.
• Strong organizational, prioritization, and time-management skills.
• Ability to manage multiple priorities while maintaining a high degree of accuracy and attention to detail.
• Ability to work independently and collaboratively in a fast-paced healthcare environment.
• Knowledge of medical terminology, healthcare operations, and Federally Qualified Health Center environments preferred.

Behavioral Expectations

• Upholds the organization's mission, vision, values, and operational principles in all interactions.
• Demonstrates integrity, accountability, and respect in daily work.
• Follow all North Star Health workflows, best practices, policies, and procedures including but not limited to Health Information Management policies & procedures, Medical Release processes, privacy and security requirements, records retention standards, and North Star Health and its Affiliates Policies.
• Maintains confidentiality and professionalism at all times.
• Contributes positively to team collaboration and continuous process improvement efforts.
• Demonstrates commitment to patient-centered care, access, continuity, and quality improvement.

Working Conditions

• Mostly sedentary work in an office environment with occasional walking or lifting under 25 lbs.
• Minimal exposure to occupational hazards.
• Requires use of a computer for extended periods.

Interested candidates should provide a cover letter addressing the scope of the role , in addition to completing the application.