Sample Identity Management Job Descriptions

Ensure that your organization has the right people in place to help manage your patient matching activities.

Having the appropriate business processes in place is critical to managing patient identity integrity in an organization. However, just as important is ensuring that the people behind these processes have the knowledge, skills and experience to achieve your identity management goals.

Included below are two sample position descriptions of roles that are applicable to managing patient identity in an organization.  These include descriptions for a data integrity analyst and for an enterprise master patient (person) matching index analyst.

Position Summary:

Performs specialized/ advanced health information activities necessary to organize, maintain and use electronic and paper patient health records.  Positions at this level have high customer service, strong analytic, problem solving skills and are able to interpret and explain policy and external requirements related to chart documentation, privacy and release of information.  Specific job responsibilities are based on the service unit assigned and include:  data integrity analysis and resolution (e.g., duplicate MRNs).  Expert computer skills to navigate and query multiple electronic record systems and associated software. 

Educational requirements and/or preferences:

High school diploma or GED. 1-2 years college required in related field. AA degree preferred.

  • 3-4 years experience in medical records/ HID or related field, required
  • Strong medical terminology skills, required
  • RHIT or other related credential, preferred
  • Basic knowledge of ICD-9 preferred
  • Advanced problem solving and high analytical skills required
  • Demonstrated proficiency with intermediate PC skills in Word, Excel, Outlook required.  Advanced keyboarding skills
  • Detailed knowledge of the medical record content and chart organization
  • Detailed knowledge of documentation and privacy regulatory standards, required
  • Strong customer service and communication skills.  
  • Strong data analysis and research skills, required
  • Knowledge of hospital computer systems and EMRs required.  

Or, comparable/ equivalent level of education, training or work experience, which demonstrates the ability to perform the duties required for the position.

Job Responsibilities:

  • Resolve duplicate MRN instances.  Look for, research, and resolve duplicate MRNs by performing data comparison using on-line systems in a timely manner within EMR systems. 
  • Receive requests from staff to research potential duplicate MRNs; acknowledge requests in a timely manner.
  • Collaborate with Access/ Registration and Enterprise Information Systems (IT) department to identify and correct MRN-related errors when they occur, e.g., improper merge, move a patient contact from one MRN to another MRN, etc.
  • When a duplicate MRN cannot be merged yet (patient is in-house), link the appropriate MRNs and mark the source MRN as "marked for merge" within EMR systems.  Reconcile file merges.
  • Communicate with supervisor and other Data Integrity Specialists to ensure coordination of efforts so that service level deadlines are met.
  • Participate in periodic quality review with team members to support departmental quality efforts toward optimizing patient safety.
  • Assist in the ongoing training and development of other Data Integrity staff through collaborative review of data integrity examples.
  • Review production reports to ensure accuracy of team production numbers. 
  • Perform work for the purpose of supporting organizational standard of having only one MRN per patient.
  • Compare data between different locations of the enterprise, then link patient records that are determined to be the same person for the purposes of HIPAA compliant clinical data sharing.


Responsible for the administration, configuration and operation of the Enterprise Master Patient Index application. This includes:

  • Configuring the system to accept data from multiple systems,
  • Pulling reports using SQL on an Oracle database system, 
  • Managing the HL7 interfaces to / from clinical systems,
  • Creating test scripts for testing of the application,
  • Working with a vendor supplied SDK in cooperation with developers,
  • Installing and upgrading application software,
  • Coordinating system backups,
  • Writing and running procedures in a Unix/AIX environment,
  • Developing specifications for interface translations between systems. 

Knowledge and Skills:

Knowledge and skills include:

  • Knowledge and experience in a healthcare setting, specifically HIM
  • Knowledge of expected test results
  • Knowledge of documentation standards
  • Knowledge of operating environment, preferably Unix or AIX.
  • Knowledge of application system flow
  • Knowledge of SQL, preferably with Oracle
  • Knowledge of HL7 standard with demonstrated ability
  • Ability to communicate technical information to a non-technical audience
  • Ability to research alternative possible causes of problems
  • Ability to analyze information and formulate conclusions
  • Skill in developing test scenarios
  • Skill in coding changes/enhancements
  • Knowledge of project management techniques
  • Ability to interpret test results  
  • Skill in explaining tasks, concepts and instructions to others
  • Ability to estimate time and resources required to execute a request
  • Ability to identify discrepancies between customer processing needs and capabilities of software product and databases
  • Skill in troubleshooting technical problems 
  • Skill in communicating orally and in writing
  • Ability to coordinate multiple activities involving multiple parties
  • Knowledge of JSP / Java


 This position requires:

  • A Bachelor's degree (or equivalent work experience) in one of the following disciplines: Computer Science Information Management or related field in order to provide consultative and technical expertise to customers.
  • Eight (8) years or more IT experience. 
  • Strong analytical abilities and required interaction with customers, application specialists, and other IT groups in providing technical assistance and problem resolution.
  • Good interpersonal skills to interact with customers and co-workers to provide technical assistance in developing solutions and mentoring.
  • Strong organizational skills in the areas of time management project completion, and documentation.