HEALTH INFORMATION SUPPORT ASSISTANT - PACE

Job Purpose

The Health Information Support Assistant provides essential clerical and technical support for the management, maintenance, and integrity of participant health information within the PACE program. This role ensures accurate filing, scanning, data entry, and retrieval of medical records in accordance with CMS, DHCS, HIPAA, and PACE organizational standards. The position supports the Health Information Management (HIM) team, clinical departments, and the interdisciplinary team (IDT) by facilitating timely access to complete and compliant documentation.

Duties and Responsibilities

Health Information Management

• Maintain participant medical records in compliance with organizational, state, and federal regulations.
• Prepare, scan, upload, and index participant documentation into electronic health record (EHR) systems with accuracy and proper labeling.
• Ensure timely filing of paper and electronic records, including progress notes, labs, imaging reports, consents, assessments, care plans, and IDT documents.
• Conduct routine audits of participant charts for completeness and compliance, and notify leadership of deficiencies.
• Assist with release of information (ROI) requests following HIPAA and PACE policies.

Data Entry & Document Processing

• Enter participant demographic, insurance, and clinical information into EHR and tracking systems accurately.
• Maintain logs and tracking tools for assessments, care plans, consents, and other mandated documentation.
• Support monthly, quarterly, and annual reporting requirements by gathering and organizing necessary records.

Support for Clinical & IDT Operations

• Provide timely retrieval of documents for IDT meetings, audits, and participant care coordination.
• Assist clinical staff by locating missing records, correcting file errors, and ensuring charts are ready for review.
• Prepare charts for new enrollments, recertifications, disenrollments, and transitions of care.

Compliance & Confidentiality

• Follow HIPAA, CMS, DHCS, and PACE record retention policies and procedures.
• Maintain secure handling of protected health information (PHI) at all times.
• Assist during internal and external audits by preparing requested documents and reports.

Administrative & Clerical Support

• Answer phones, respond to document requests, and provide general administrative support for the clinic team.
• Perform scanning, photocopying, printing, and document preparation as needed.
• Maintain inventory of medical record supplies (e.g., folders, labels, forms).
• Assist with Home Care logs and follow-up
• Perform other duties as assigned

Qualifications

Required:

• High school diploma or equivalent.
• Minimum of 1–2 years of experience in health information management, medical records, or healthcare administrative support.
• Knowledge of HIPAA regulations and basic medical record practices.
• Proficient with computers, scanners, and data entry; familiarity with electronic health records.
• Strong attention to detail and accuracy.

Preferred:

• Experience in PACE, long-term care, or geriatric healthcare environments.
• Experience with CMS/DHCS regulatory documentation requirements.
• Medical terminology coursework or equivalent experience.
• Bilingual ability (e.g., Spanish, Cantonese, Mandarin, Tagalog, Vietnamese) based on participant population needs.

Skills and Knowledge:

• Effective written and oral communication skills.
• Demonstrated ability to problem solve and apply good judgment.
• Ability to function well independently.
• Ability to use or be trained in computer skills for the workplace.
• Demonstrates necessary skills and knowledge as outlined in attached position-specific Competency Assessment Profile.
• Able to speak Cantonese/Mandarin required.

Other:

• Requires physical strength to perform the job.
• Routine travel between PACE sites and in the community required.
• Requires valid driver’s license.

Physical Demands

• Must be able to remain in a stationary position 50% of the time.
• Ability to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Able to operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Able to constantly position yourself to maintain files in file cabinets such as reaching with hands and arms, kneeling, crouching, etc.
• The ability to communicate, detect, converse with, discern, convey, express oneself, and exchange information is crucial for this role.