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Patient ID Specialist

Primary Location Wailuku, Hawaii Facility Name Maui Memorial Medical Center Employee Status: Regular Worker Location: Onsite Schedule Full-time Scheduled Weekly Hours: 40 Shift Day Salary $27.19 - $33.97 / hour
Job Number 1435879 Date Posted 09/01/2026
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Job Summary:

Under indirect supervision, investigates and resolves outpatient medical record discrepancies for Region; maintains and assures system integrity of Regional Master Patient Index systems.

Essential Responsibilities:


  • Is responsible for answering first calls into department and triaging as appropriate; processes calls with professionalism, courtesy, accuracy, and efficiency; interprets and handles difficult calls while demonstrating a positive image reflecting well on organization.

  • Receives and processes regional requests to set up individual on Mater Patient Index system and responds in timely manner; maintains statistical information on number assignment; reports findings to supervisor.

  • Maintains Regional Master Patient Index system; assures data integrity and reliability; cross-references demographic information after validation; monitors accuracy of user data entry. In addition, maintains user tables to support system; monitors and maintain synchronization between Master Patient Index system, ancillary systems, and KPHC; resolves discrepancies in system by investigating and analyzing situation. In addition, works with system administrators region-wide to ensure data integrity of patient demographics for Region.


  • Collaborates and Assists Patient ID Specialist staff as appropriate to coordinate and implement improvements; identifies issues around improvements; suggests ideas to improve operation of area; works with fellow staff towards continual improvement of set service standards. In addition, resolves issues around improvements.

  • Maintains patient confidentiality; processes discrepancies of outpatient medical records for Hawaii Region; investigates discrepancies as applicable; reviews medical history; obtains individual data from other Kaiser systems; compiles and organizes information; analyzes information to determine outcome.

  • Identifies and analyzes discrepancies with multiple records on individuals; researches patient information in each available module within KP HealthConnect (e.g., ambulatory, registration, appointment, billing, admission/discharge/transfer, chart tracking, surgery, HIM, and KPHC online, etc.); prepares reports and provides to Patient ID Specialists for resolution. In addition, resolves discrepancy by consolidating multiple records on individual and reconstructing multiple records when more than one patient is incorporated in one chart; notifies appropriate departments as needed.

  • Assures departmental and organizational quality of service standards are upheld; works with fellow Patient ID Specialist staff in identifying potential and existing barriers to maintain standards.


  • Operates variety of office machines including: PC, printer, typewriter, fax machine, photocopier, embosser, address-o-graph, microfiche viewer, etc.

  • Supports departmental and regional Total Quality Management (TQM) initiatives by actively participating in and supporting quality improvement projects.

  • Collects and analyzes statistical codes; assures data integrity and reliability of user tables to support systems; cross-references demographic information after validation; resolves discrepancies in system by investigating and analyzing situation; monitors accuracy of user data entry; works with system administrators region wide to ensure data integrity of demographics for Region.

  • Works with Clinic Systems Support Supervisor and other Patient ID Specialists to review and develop procedures; assists in monitoring results; recommends changes to ensure effectiveness and efficiency.

  • Processes fraudulent cases involving outpatient medical record; investigates complaints as applicable; interviews persons involved to include patient; reviews medical history; obtains individual data from other Kaiser systems; compiles and organizes information; consults with appropriate authorities; analyzes information to determine outcome; resolves problem by reconstructing true record and creating fraudulent case record; notifies appropriate authorities and departments/systems affected by fraudulent data.

  • Assists in testing software and program upgrade to Patient ID and Medical Records systems; serves as resource during and after implementation of upgrade for clinics.

  • Assists in orienting and mentoring temporary clerical staff; provides input to Lead of employees performance; assures departmental and organizational quality of service standards are upheld; works with fellow Patient ID Specialists in identifying potential and existing barriers to maintain standards.

  • Demonstrates knowledge, skills, and abilities necessary to provide culturally sensitive care and/or service.


  • Performs other duties and accepts responsibility as assigned.
Basic Qualifications:
Experience


  • Minimum one (1) year clinic medical records experience OR one year (1) health care industry related experience.




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Education

  • Post high school coursework in computer operations, business, or related field; or equivalent combination of education (lesser) & experience may be considered in lieu of requirements.
License, Certification, Registration
  • N/A
Additional Requirements:

  • Demonstrated ability to respond quickly, competently and patiently to customer requests with appropriate solutions.
  • Demonstrated ability to deliver complex information in a simple way to customers.
  • Demonstrated knowledge of and skill in results orientation, oral communication, written communication, customer service, teamwork, problem solving/resolution, creativity, initiative, multi-tasking, and independent working.
  • Talking to co-workers, customers, outside vendors, and on the telephone.
  • Reading, writing, speaking and understanding English.
  • Training/giving and receiving instructions.
  • Mathematical ability, attention to detail (e.g. organization, prioritization, proofing), concentration and alertness.
  • Demonstrated knowledge of and skill in word processing and spreadsheet PC applications.
Preferred Qualifications:

  • Knowledge of KP systems and organizational structure, policy and procedures, and operational systems and processes.
  • Knowledge of medical terminology.
  • Demonstrated knowledge of and skill in word processing, spreadsheet, database, and mainframe PC applications.
  • Familiarity with interpreting and understanding budgets.
  • Associates degree in business or related field.
Primary Location: Hawaii,Wailuku,Maui Memorial - Wailuku Tower Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon, Tue, Wed, Thu, Fri Working Hours Start: 07:30 AM Working Hours End: 04:00 PM Job Schedule: Full-time Job Type: Standard Employee Status: Regular Worker Location: Onsite Employee Group/Union Affiliation: S03|AFSCME|UNAC-UHCP-UNHCEH Job Level: Entry Level Department: MAUI MEMORIAL MEDICAL CENTER - HealthInforMgmt Administratn - 3601 Pay Range: $27.19 - $33.97 / hour Kaiser Permanente strives to offer a market competitive total rewards package and is committed to pay equity and transparency. The posted pay range is based on possible base salaries for the role and does not reflect the full value of our total rewards package. Actual base pay determined at offer will be based on labor market data, internal alignment, and a candidate's years of relevant work experience, education, certifications, skills, and geographic location. Travel: Yes, 10 % of the Time Kaiser Permanente is an equal opportunity employer committed to fair, respectful, and inclusive workplaces. Applicants will be considered for employment without regard to race, religion, sex, age, national origin, disability, veteran status, or any other protected characteristic or status.
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