HIMS Representative

Job Requisition #: JR56664

End Date: 9/1/2022

Location: Newark, Delaware

Position Type: Clerical/Administrative/Billing

Shift: Evening Shift, No Rotation

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Performs reception and clerical functions including response to requests for medical records and release of information, completion of death certificates, preparation and scanning of loose charting.


  • Utilizing excellent customer service skills, greets and provides assistance and/or direction to all persons entering HIMS. 

  • Maintains departmental security by screening all departmental visitors and permitting access as appropriate.

  • Answers and triages telephone calls and distributes facsimile information. 

  • Opens, reviews and distributes incoming mail as appropriate.

  • Identifies and triages requests for medical information received via telephone or in person. 

  • Assists requesters with completion of authorizations. 

  • Completes requests for medical information in the absence of a Release of Information representative for treatment purposes.   

  • Assigns access to medical records within the electronic record systems to external requesters.

  • Generates death certificate in conjunction with physician completion and coordinates with Nursing, Pathology, Medical Examiner Investigators, Funeral Directors and Physicians all functions necessary to assure completion of death certificates and the release of deceased patients' remains. 

  • Prepares, scans and indexes ancillary service reports and other loose medical record documents for patient records.

  • Scans medical record documents using HIMS department scanners and verifies accurate indexing of medical record documents. 

  • Maintains the medical record batches in a neat and orderly manner.

  • Locates and retrieves medical records for patients being treated at the hospital as well as for reviews and conferences. 

  • Manages each request received and provides follow up to HIMS Representative Management team and requester as assigned work is processed.

  • Locate, retrieve and/or coordinate the retrieval of medical records and/or medical record information within HIMS as deemed necessary in the completion of job responsibilities as it relates to quality care or recovery audit contracting process.

  • Accounts for disclosures of patient information in the release of information tracking system.

  • Retrieves records (current discharge day and older) and ancillary reports from each patient care unit and other sites of service.

  • Retrieves loose documents or ancillary reports that have been separated from the body of the record.

  • Bundles and packs discharged patients' medical records for transport according to department policy.

  • Performs timely and accurate copying of patient charts for transfer to specialty units within Christiana/Wilmington Hospital, other agencies or institutions.

  • Processes Employee Health records and files them into the Permanent File area.

  • Utilizes general office equipment and computer systems/software applications necessary to perform functions.

  • Performs assigned work safely, adhering to established departmental safety rules and practices; reports to supervisor, in a timely manner, any unsafe activities, conditions, hazards, or safety violations that may cause injury to oneself, other employees, patients and visitors.

  • Performs other related duties as required.


  • High school graduate or equivalent.

  • Two years of office experience dealing with the public, preferably hospital related.

EEO Statement: Christiana Care Health System is an equal opportunity employer, firmly committed to prohibiting discrimination, whose staff is reflective of its community, and considers qualified applicants for open positions without regard to race, color, sex, religion, national origin, sexual orientation, genetic information, gender identity or expression, age, veteran status, disability, pregnancy, citizenship status, or any other characteristic protected under applicable federal, state, or local law.

UPDATE: ChristianaCare is committed to prioritizing the health and safety of our patients and caregivers. As we continue to meet the needs of our caregivers and our community through the COVID-19 pandemic, our commitment to health and safety requires that we take new steps to ensure a safe environment for medical care for our patients and a workplace that avoids preventable harm for our caregivers. For this reason, vaccination for COVID-19 is required for all caregivers at ChristianaCare and is considered a safety standard that is job-related and consistent with business necessity for all caregivers.

Why do WE offer careers full of possibilities?

For the Love of Health.

Inclusion & Diversity

At ChristianaCare, we’re committed to treating everyone with dignity and respect. We believe in a safe, inclusive work environment that fosters collaboration between caregivers from all walks of life. We know that each unique viewpoint is vital in delivering high-quality, safe patient care to everyone who walks through our doors. Our policies, benefits, hiring practices, employee resource groups, and corporate citizenship demonstrate our commitment to inclusion and diversity throughout our system.

Why do we embrace inclusion and diversity? For the Love of Health.

Our Values

We serve together in Love and Excellence. Our unique values, Love and Excellence are bold and powerful, and they are the reason why working for ChristianaCare is special. The behaviors associated with our values guide how caregivers interact with everyone they work with and make for an exceptional work experience. We believe that when you lead with Love, Excellence is inevitable.


ChristianaCare’s comprehensive total rewards package is one of the most competitive in the region. We are proud to offer excellent benefits that reflect the organization’s commitment to being exceptional today and even better tomorrow.

At ChristianaCare, we provide access to high-quality and affordable benefits designed to meet our caregivers where they are. You can tailor your benefits to meet your needs now and adjust them as your priorities change.

Take advantage of ChristianaCare’s wide-ranging benefit offerings from supporting optimal health through medical, prescription, dental and vision coverage to valuable wellness and work/life programs, which include paid parental leave, coverage for infertility and assisted reproductive technologies, an employer-funded short-term disability program, and more.

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Our Region

A Great Place To Live

Our region offers a diversity of cultures, lifestyles, sports and entertainment events, housing options and educational opportunities. Located between Philadelphia and Washington, D.C., our locations provide easy access to two international airports, employment opportunities in a tri-state area, and proximity to some of the nation's top universities and colleges, as well as beaches in MD, DE and NJ!

Why Delaware? Why Maryland?

We Serve Together

For the Love of Health

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