Manager of Health Information

The Richland Hospital

Introduction:

The Manager of Health Information Management (“HIM”) plans, implements and coordinates the operational functions of the healthcare information management services of the Hospital including the provider-based rural health clinics.  The HIM Manager is responsible for maintaining the integrity of hospital records activities including knowledge of, and compliance with, applicable law, rules and regulations and will work proactively and collaboratively with clinical informatics personnel to ensure the same level of compliance for clinical documentation in the EMRs.  The HIM Manager will supervise staff responsible for medical records document management, release of information, utilization management, transcription services, and coding.  HIM Manager will ensure that Hospital HIM personnel provide effective performance under the hospital’s outsourced health information management service contract with Richland Medical Center (the “RMC HIM Contract”), an independent multi-specialty physician group.

This position is responsible for all aspects of staff management including training, orientation, coaching and delegation of job duties to achieve operational and service objectives while creating a professional practice environment consistent with The Richland Hospital’s Core Values and Behavior Standards.  This position requires highly refined management and communication that are conducted in a manner focused on customer service.  As the Privacy Officer of the Hospital, this position will oversee the development, implementation, maintenance of, and adherence to privacy policies and procedures regarding the safe use and handling of protected health information (PHI) in compliance with federal and state HIPAA regulation.  In addition, under the RMC HIM Contract, the hospital’s Privacy Officer will make policy recommendations with regard to privacy for RMC’s consideration but is not the assigned Privacy Officer for that separate entity.

Job Description:

ORGANIZATIONAL COMPETENCIES

  • Understands and maintains confidentiality standards in compliance with State and Federal regulation, including HIPAA.
  • Adheres to Organizational Code of Conduct Policy.  Reference Administrative Policy LD-15, “Organizational Code of Conduct.”
  • Actively supports The Richland Hospital Core Values:  Service to Patients, Community and Staff, Meet needs with compassion; Respect, Treat all with dignity; Teamwork, See a need, lend a hand; Ethics, Do what is right; Competence, Work toward excellence.
  • Actively supports The Richland Hospital, Inc. Mission Statement: “The Richland Hospital is dedicated to caring, educating, and healing… to be the community’s “first choice for better health.” 

ESSENTIAL DUTIES and RESPONSIBILITIES

Core Competency is the demonstrated ability to carry out the primary responsibilities of the job listed below:
  1. Consistently demonstrates effective leadership of the HIM department of the Hospital, the provider based rural health clinics, and the outsourced HIM service contract with Richland Medical Center.
    1. Plans for, and manages the necessary resources to support, the delivery of HIM department services including utilization management, transcription, record retrieval, record maintenance, data management, record completion, and release of information.
    2. Ensures that staff establish and maintain positive patient/customer relations.
    3. Assist staff with prioritizing duties for optimal department output.
    4. Monitors coding production and charge capture through DNFB held in HIM, delinquent chart, and other reports; and works with patient financial services and other leaders to address workflow hurdles impacting revenue as soon as they arise.
    5. Demonstrates sound judgment and decision-making.  Provides periodic updates to the Revenue Cycle Director regarding key metrics or operational matters.
    6. Oversees the annual coding update process, adherence to changes, and maintenance of computer systems to ensure compliance.
    7. Serves as an internal expert/consultant on health information management issues including release of information, confidentiality, information security, information storage and retrieval, and record retention as well as authorship and authentication of health record documentation.
    8. Ensures the integrity of patient health records.
    9. Ensures the integrity of external data reporting, specifically including integrity and completeness of data submitted for WI-POP mandated reporting.
  1. Demonstrates and sets the expectation of active support of the Soaring to Excellence initiatives.
  2. Functions as the Privacy Officer for the Organization.
    1. Perform privacy risk assessments and related compliance monitoring initiatives.
    2. Ensure that the Hospital as a covered entity (CE) maintains appropriate privacy and confidentiality consent, authorization forms, and information notices and materials that reflect the CE’s policies and regulatory requirements.
    3. Oversee, direct, and deliver privacy training and orientation to all employees.
    4. Create and monitor BAAs to ensure that all BAs are maintaining privacy requirements and responsibilities.
    5. Establish a procedure to track access to PHI so that it can be reviewed during audits.
    6. Implement a process for receiving, documenting, tracking, investigating, and acting on all complaints concerning potential breaches in privacy policies and procedures.
    7. Ensure that all employees are acting in compliance with privacy policies and procedures and deploy sanctions in the event of a breach.
    8. Work with all personnel involved in the release of PHI to ensure full coordination and cooperation under policies and procedures and federal HIPAA regulation.
    9. Maintain up-to-date knowledge of federal and state privacy laws and HIPAA regulations to ensure organizational compliance.
  3. Works collaboratively and proactively with clinical informatics, coding personnel, and other clinical or business leaders on operational/educational needs to ensure the integrity of, and support for, compliant documentation, records management, and coding practices.
  4. Provides oversight and serves as backup for the staff member(s) assigned responsibility to serve as the Meditech health information management module specialist(s). Works with department personnel, information technology personnel, to develop and maintain optimal performance of systems and applications.
  5. Establish annual goals consistent with achieving high staff engagement and effective management of the HIM needs of the hospital, including the rural health clinics. Ensure that staff are aware of performance targets and understand their individual roles in meeting targets.
  6. Develops documentation, educates, and ensures necessary actions are taken in support of an HIM Compliance Plan (the “Plan”).  Ensures that the Plan moves in alignment with Compliance and Revenue Cycle goals of the organization.  Develops annual updates to Plan objectives including prospective and periodic patient chart/documentation and coding integrity audits to promote quality and identify root causes of variances.  Provides functional leadership for action under the Plan and uses outcomes to drive process improvement.
  7. Develops and implements actions to improve work flow of the HIM department and to meet organizational targets and department goals.
  8. Develops policies and procedures in relation to the HIM processes.
    1. Develops, educates, and monitors Utilization Management plan for the hospital.
    2. Ensures that such policies actively represent performance expectations.
  9. Ensures staff understanding, awareness, and compliance with all applicable federal, state, and agency laws; regulations; guidelines; and professional standards including those Critical Access Hospital (CAH) and provider-based Rural Health Clinic (RHC) regulations relevant to the provision of HIM services.
  10. Prepares and maintains pertinent records, reports, statistics, contracts, files and other documents for the department.
  11. Actively manages HIM staffing including coordination of the hiring process.  Measures and reports productivity to include benchmarking against industry performance metrics when available.
  12. Review staff performance to include

a.       Documents performance, including absenteeism and tardiness as issues arise.

b.      Provides verbal feedback and if warranted a formal disciplinary action in written form.

c.       Perform annual performance evaluations on time.

d.      Encourage regular communications; Assist staff in resolving communication issues in a timely manner, in a positive and constructive manner.

  1. Staff training and education including competency assessments, staff orientation, and ongoing education programs across all areas of responsibility.  Maintains a highly motivated, well trained staff.

a.       Coordinates and conducts monthly staff meetings

b.      Promote professional growth of self and staff.

c.       Establish and maintain effective/consistent employee relations.

d.      Demonstrate team building and team leading concepts.

e.       Integrates practice guidelines and/or professional standards into department activities and services.

  1. Demonstrates fiscal management skills, financial, and resource stewardship. Prepare and manage to departmental budget projections.
  2. Provides leadership, vision, development, and implementation of long term HIM department goals for the organization.
  3. Consistently supports and communicates the Mission, Vision and Core Values of the Richland Hospital, Inc.
  4. Performs other duties as assigned by the Revenue Cycle Director.

 

Required Qualifications:

QUALIFICATIONS   To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of this knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Education Required:

  • Bachelor’s Degree in healthcare administration, health information management, healthcare informatics, computer science, business or related field.

 

Credential/Licensure Required:

  • RHIA, RHIT, or CHDA certification required.

 

Experience Required:

  • Three – five years’ experience in a leadership role within health information management environment required. Commensurate experience may be considered.
  • Three or more years’ progressive experience and growth within HIM department staff positions in combination with three year’s management experience in another setting may be considered.  Education as noted, current RHIA or RHIT credentials, and three years’ management experience in a revenue cycle setting may be considered. 

Skills Required:

  • Exceptional leadership skills and commitment to staff development.
  • Strong problem-solving abilities.
  • Excellent oral, written and interpersonal communication skills.
  • Thorough understanding of ICD-10, CPT, and HCPCs code sets.
  • Thorough knowledge of federal and state statutes; HIPAA-compliance
  • Highly self-motivated

Instructions for Resume Submission:

Apply Online: http://www.richlandhospital.com/careers