himd staff

The HIMD Staff is responsible for ensuring the accurate, secure, organized, and timely management of hospital medical records and health information systems. The role supports the hospital's clinical, administrative, and regulatory requirements by maintaining data integrity, ensuring confidentiality, and facilitating smooth flow of patient information.

A. Medical Records Management

• Receive, process, and organize patient charts, ensuring completeness and proper sequencing of documents.
• Maintain accurate and updated patient records in both physical and electronic formats.
• Ensure proper filing, storage, retrieval, and release of medical records following hospital policy.
• Monitor the movement of patient charts and implement strict tracking procedures.
• Conduct regular chart audits for completeness, accuracy, and compliance with regulatory standards.

B. Data Encoding & Information Processing

• Encode patient information accurately into the hospital system (e.g., Bizbox or other HIS).
• Validate the correctness of encoded data and ensure timely updates.
• Assist in generating census reports, statistical data, and other required documentation.

C. Records Release & Authorization

• Process requests for medical records, certificates, abstracts, and related documents.
• Verify authorization, identification, and consent before releasing information.
• Ensure compliance with Data Privacy Act and hospital confidentiality protocols.

D. Coordination & Support

• Coordinate with nursing units, billing, laboratory, radiology, and other departments for chart completion and records retrieval.
• Assist clinicians and other hospital personnel with record access following proper request channels.
• Support accreditation requirements (DOH, PhilHealth, Internal Audit) by providing records and documentation.

E. Quality Assurance & Compliance

• Ensure adherence to hospital policies, DOH standards, and PhilHealth documentation requirements.
• Report missing forms, incomplete charts, or discrepancies to the HIMD Officer/Supervisor.
• Participate in internal audits, quality checks, and process improvement initiatives.

F. Other Administrative Tasks

• Maintain logbooks, tracking sheets, and digital documentation.
• Assist in clerical tasks such as photocopying, scanning, and printing of files.
• Protect all health information from loss, damage, or unauthorized access.
• Perform other related tasks assigned by the HIMD Supervisor or Hospital Management.

• Graduate of a health-related, IT-related, or any relevant course.
• With experience in hospital documentation or records management (preferred but not required).
• Knowledgeable or willing to be trained in medical records handling, chart filing, and hospital documentation standards.
• Can encode and manage patient information accurately using a Hospital Information System.
• Detail-oriented, organized, and able to maintain strict confidentiality of patient records.
• Willing to work overtime and handle high-volume documentation tasks.