HIM OPERATIONS SUPERVISOR

Job Locations US-AK-Juneau
Job ID
2021-5158
Category
ANY
Type
Regular Full-Time/80hrs (1.0 FTE)

About Us:

 

SEARHC is a non-profit health consortium which serves the health interests of the residents of Southeast Alaska. We see our employees as our strongest assets. It is our priority to further their development and our organization by aiding in their professional advancement.

 

Working at SEARHC is more than a job, it’s a fulfilling career. We offer generous benefits, including retirement, paid time off, paid parental leave, health, dental, and vision benefits, life insurance and long and short-term disability, and more.

Job Overview:

This position is expected to perform a higher level of generally more complex job-specific responsibilities from a HIM Technician I, II, and III, and a Data Integrity Specialist.   Helps to oversee the daily operations of the Health Information Management Operations team in coordination with the Manager of Health Information Management.  The daily operations may include:  the release of information, record processing, physician’s deficiency and analysis, scanning, and data integrity.  Help to serve as a Supervisor for the HIM Operations team to monitor and supervise all release of information functions and provide the appropriate disclosure of electronic health records to authorized requesters.  Provide assistance to operations staff and the health information management department.  To continue to maintain accurate records and maintain records in a confidential, secure, complete and accessible manner for patient care while following HIPAA regulations.  Works with the Privacy Officer and the Compliance Officer when appropriate.   To service both internal and external customers ensuring patient safety and continuity of care.   Works independently or as part of the HIM department.

Responsibilities:

  • Knows, understands, incorporates, and demonstrates the SEARHC Mission, Core Values, and Vision in behaviors, practices, policies, and decisions.
  • Assists the HIM Manager in meeting the goals and objectives of the HIM Operations Team.
  • Provides assistance in all aspects of the records room including, filing, purging of charts, screening of records, birth and death certificates, screening analysis, and any other activities needed in the records room.
  • Coordinates HIM/ROI Workflow
    • Performs other duties as assigned to assist in total department effectiveness while performing STAT ROI requests as needed.
    • Monitors ROI requests queues in Cerner.
    • Performs reporting as requested
  • Corrections to the Electronic Health Record
    • Assists in the moving of all documents that have been placed on the incorrect record, incorrect FIN#/Encounter, or incorrect patient in the EHR and places them in the correct part of the EHR.
    • Assists with the merge of encounters (FIN#s) into the correct FIN; merging these encounters when there should have only been one encounter upon registration and it is required to be merged to bill out correctly to the payor.
    • Assist with sending requests for merging of the medical record numbers to ANTHC (this is the only place that has the ability to process this request) and following-up to make sure that the request has been completed.
    • Assist in completion of HIM Help Desk tickets.
  • Supervision of the HIM Operations Team
    • Coordinates staffing issues and procedural issues with the HIM Manager.
    • Effectively assists with orientation and training all new team members for the HIM Operations Team.
    • In coordination with the HIM Manager, trains, provides, feedback, evaluates, and provides corrective action to HIM Operations staff as needed.
    • Identifies and implements changes regarding policy, productivity, and quality measures and assures staff performance improvements related to workflow efficiencies and operations.
    • Monitors the productivity of the operations actives of the HIM operations team and takes appropriate actions to ensure the targets and goals are attained and maintained.
    • Assists (where applicable) in the development of HIM Operations departmental policies and procedures.
  • Release of Information:
    • Understands a thorough working knowledge of HIPAA Privacy Practices and Release of Information policies and procedures and can assist patients and staff relative to HIM department responsibilities and authorizations.
    • Maintains physical protection to prevent loss, destruction, and unauthorized use of both paper and electronic records.   
    • Able to route patients, patient representatives, or staff to the SEARHC Privacy Officer regarding patient access, requests for amendments, accounting of disclosures, patient portal, and any additional standards or questions.
    • Evaluates basic release of information requests for appropriate disclosure of health records information according to privacy act guidelines.
    • Responds to subpoena(s) and search warrants, and gives the information for HIM Leadership to be able to respond if needed to attend court.
    • Identifies if the Release of Information is valid and follows appropriate steps to log the ROI in Cerner.
    • Must be able to identify problem ROI requests and send back to the requestor or, if needed, escalate to management.
    • Processes ROI’s per HIPAA, SEARHC, and Alaska State policies (including for Behavioral Health releases). 
    • If there are any walk-in’s into the Health Information Management Department for Release of Information, assists the walk-in person to make sure that the form is filled out correctly and that the person(s) requesting the information is valid (verify patient’s identification).
    • Answers calls or questions about a status of a ROI, look up the information within Cerner and communicate the correct status.
  • Analysis of inpatient, ED, and SDS patient records
    • Performs inpatient, ED, and SDS screening analysis to assess completeness of documentation, as needed.
  • Processes Birth and Death Certificates in compliance with state regulations, as needed.
  • Initiates chart pick-up from the facility (floors/Nursing areas) or Clinics, as needed:
    • Retrieves/receives or picks up the clinic or hospital patient visit from various areas throughout the facilities (specific to their area).
    • Picks up thinned records from the facility/nursing floors and follows up to make sure that the record has been scanned into the Electronic Health Record.
  • Scanning:
    • Screens paper that is picked up from the nursing and clinical areas for filing and scanning into the electronic health record for appropriateness.  
    • Discards documentation that is not to be scanned into appropriate shred bins.
    • Preps and prepares health information for scanning and electronic viewing.
    • Scans health information into the electronic health records.
  • Indexing
    • Index’s the documents scanned into the medical record verifying that the information scanned in is being placed into the correct encounter and note type.
    • Understands the Events Set Hierarchy Structure within the Electronic Health Record
  • Retrieving (Pulling)and Fi
    • Files and retrieves medical records using terminal digit filing system, as needed.
    • Files are maintained so they are readily accessible for further patient continuum of care.
    • Performs routine file and shelf maintenance to keep files in order.
    • Retrieves medical records from the files for continuum of care, provider, and/or medical staff requests.  
  • Clerical Support:
    • Performs needed clerical support to the HIM Department.   
  • Public/Staff/and Telephone Encounters:
    • Responds courteously to telephone and personal requests by staff, patients, and other authorized users to provide health records needs, such as chart reviews, requests for release of information, other authorized user needs, or in directing the requester to appropriate consortium staff who can assist them.
    • Takes telephone calls and provide answers to questions regarding patient’s medical record (not clinical documentation)
  • Participates in interdepartmental process improvement teams.
    • Takes responsibility to communicate identified issues and concerns in a constructive manner and participates in generating ideas and solutions for improvements.
    • Under the guidance of supervisor, audits encounters of HIM Operations team members and shares corrections that need to be made.
    • Other duties as assigned by supervisor

Qualifications:

Education:  

  • Required High school or GED

Experience:

  • 4+ years HIM, Release of Information, and/or health information management experience which demonstrates ability to manage paper and electronic medical records, computer database management and abstraction
  • Medical Terminology 1 quarter or semester, or six months working knowledge of medical terminology by working in a health care setting
  • 6+ months of supervisory experience preferred
  • Computer applications course or one-year experience.
  • 1+ year computer/office experience in a health care setting having worked with medical terminology and medical records or related health information management courses. 

Licensure and Certification:

  • RHIT Certification preferred 

Knowledge, Skills, and Abilities

Knowledge of:

  • Electronic Health Record’s and the components of the system
  • Prioritizing between what you can/cannot perform, routing necessary items to the correct person
  • Working in data entry environment
  • Demonstrated working knowledge of computers to be able to perform data entry and maintain the electronic log for release of information.

Skills in:

  • Windows
  • Microsoft Office (Outlook, Word and Excel)

Ability to:

  • Ability to supervisor a team of employees in the Health Information Management Department
  • Ability to deal with constant interruptions and the pressure of multiple demands
  • Working knowledge of terminal digit filing and health record components
  • Knowledge of medical record content and sequence
  • Ability to access and work with multiple electronic systems
  • Ability to work as part of the healthcare team
  • Ability to prioritize work assignments and accomplish quality work within set time limits
  • Ability to monitor the efficiency and effectiveness of the Release of information when releasing the ROI for all types of records
  • Ability to review the record in the EHR
  • Ability to work independently and perform the job without supervision
  • Ability to perform accurate and timely detailed work scanning a record into the EHR
  • Ability to understand and follow oral and written directions
  • Ability to communicate effectively, including reading, writing, and speaking
  • Ability to be flexible and dependable
  • Positive team member and role model in the Health Information Management Department
  • Required to have discussion with team members within the HIM Department and at time disciplinary discussions
  • Must be able to deal with pressure from multiple demands and from demanding patients and staff and remain courteous
  • Contribute to the overall success of the Health Information Management Department as well as the Southeast Alaska Regional Health Consortium

 

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