HIM Administrative Assistant

Naples, FL
United States

Experience Required
Employment Type
Work Schedule

Job Description
Job Details
Avow Hospice - Naples, FL
Part Time
HIM Administrative Assistant

Avow is a Tobacco Free Organization which includes but is not limited to cigarettes, electronic cigarettes, vaping, cigars, cigarillos, pipes, chewing tobacco, snuff, dip, and loose tobacco smoked via pipe or hookah.And due to the above, Avow will only hire Nicotine Free individuals.

Job Summary:

Assists with tasks of the HIM department and Operations Support functions, Maintains computerized systems for tracking and facilitating as well as backing up functions for the HIM department. Facilitates and assists to ensure records for credentialing and privileges for Medical Services staff are completed timely. Processes and tracks death certificates.

Essential Job Duties:

  • Maintains privacy and confidentiality of patient’s Protected Health Information (PHI) according to organizational policies and procedures.
  • Follows regulatory and legal requirements related to Patient Health Information.


  • Maintain regulatory and legal records to ensure that Physician and APRN credentialing is complete and current. Prepare and review credentialing packets for submission to the proper entity.
  • Maintain regulatory and legal records to ensure that all APRN Protocols are current and signed by the APRN and Medical Director and that completed copies are sent to Human Resources for the employee’s file.
  • Coordinate with the Medical Examiner’s office for requests for a patient’s EMR to be entered into their queue and other information needed on the patient. Report cases that were missed, and follow up on cases that were accepted or declined when a death certificate is received. Document in HCHB information provided by the Medical Examiner’s office
  • Maintain regulatory and legal Malpractice Insurance requests from the CFO to add, delete and make changes as needed to the Malpractice Insurance for Physicians and APRNs.
  • Maintain a system to ensure current copies of the Malpractice Insurance are submitted to the hospitals and facilities when the insurance is renewed.
  • Process check requests and incoming mail related to Medical Services in a timely fashion.
  • Maintain Facility Privileges when requested.

Death Certificates:

  • Coordinates with Vital Statistics and funeral homes in order to add, delete or make any changes to death certificates as needed by the physicians.
  • Reassign all death certificates when signing Physician is not available to sign.
  • Prepare approved amendments to death certificates for Physician signature, notarize and mail to Department of Health.
  • Monitor all death certificates to ensure death certificates are completed, and track date certificate was received and completed.

Other Functions:

  • Processes incoming mail related to health information records in a timely fashion.
  • Ensures records are properly signed (name and title) and identified with patient’s health information record number and date prior to scanning and/or attaching to the Electronic Medical Record.
  • Assists in workflow associated in the Electronic Medical Record and other systems.
  • Completes other job assignments, as directed

Core Values:


We embrace change and are always looking at creative ways to solve problems and serve new populations.


We are honest, hardworking, fiscally responsible professionals driven solely by the well-being of our patients, their loved ones, and the communities we serve.


We know we cannot achieve everything we want without working hand-in-hand with each other, with our healthcare partners, and with the community.


We believe in the importance of celebrating life and relationships.


We believe it is important not only to serve the community but to educate community members about our services and the role we can play at the end of life.


Computer Skills:

Strong computer skills including database software and general knowledge of e-mail/Outlook.

Supervisory Responsibilities:

This job has no supervisory responsibilities.


Associate’s degree from a four-year college or university; or three to four years related experience and/or training; or

equivalent combination of education and experience preferred. One to two years of medical records experience preferred.

Language Skills:

Communication skills of reading, writing, and speaking in English.

Math Skills:

Math skills including addition, subtraction, multiplication, division, and percentages/fractions.

Certificates, Licenses, Registrations:

Certificate of Accreditation in Registered Health Information Administrator (RHIA) or Registered Health Information

Technician (RHIT) preferred.

Physical Demands:
(The physical demands described here are representative of those that must be met by an employee to successfully
perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.) While performing the duties of this Job, the employee is regularly
required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to stand
and walk. The employee is occasionally required to reach with hands and arms; climb or balance; stoop, kneel,
crouch, or crawl and taste or smell. The employee must regularly lift and /or move up to 10 pounds and
occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision,
distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Driving to patient
homes during day and night hours is required.
Work Environment:
(The work environment characteristics described here are representative of those an employee encounters while
performing the essential functions of this job. Reasonable accommodation may be made to enable individuals
with disabilities to perform the essential functions.) The noise level in the work environment is usually

Compensation and Benefits:

This is only a summary of our employee benefits; it is subject to change.

  • Medical insurance (PPO) with prescription drug co-pay or HDHP w/HSA
  • Supplemental Benefits (hospital confinement, accident and/or cancer)
  • Dental insurance
  • Vision Insurance
  • Life and accidental death/dismemberment insurance (company paid)
  • Long term care insurance (company paid)
  • Retirement savings plan (TSA/403(b) matching program)
  • Short and long term disability insurance (company paid)
  • LegalShield (identity protection and more)
  • Bereavement leave for family and pets
  • Direct deposit
  • Credit union availability
  • Employee Assistance Program
  • Paid time off
  • Mileage reimbursement
  • In-house continuing education opportunities
  • Discounted membership at local area Fitness Center
  • Tuition reimbursement
  • Other employer-sponsored activities