Medical Records Supervisor

JOB TITLE: Medical Records Supervisor FLSA STATUS: Non-Exempt DEPARTMENT: Health Services SUPERVISED BY: Health Services Manager

I. POSITION FUNCTION SUMMARY

Under the general direction of the Health Services Manager, the Medical Records Supervisor is responsible for supervising Medical Records Specialists and related duties of maintaining HICHC electronic patient files, responding to and fulfilling requests for medical records, receiving, and processing medical record requests, and assisting in the collection of data.

II. ESSENTIAL DUTIES AND RESPONSIBILITIES

This position may have various work assignments within HICHC. This description is intended to be generic in nature, and as such it does not detail all duties and responsibilities of the particular job assignment. Various duties, responsibilities and accountabilities may be assigned to an incumbent in this position depending on the specific job assignment, and may include but not be limited to the following:

• Maintains electronic patient files and scans all patient data upon receipt.

• Responds to requests for medical records including routine record requests, urgent requests, subpoenas, and grievances.

• Processes department-related documents and responds to correspondence requests.

• Answers and directs telephone calls within the department and between other HICHC departments.

• Retrieves patient records from outside agencies and facilities, and processes appropriately.

• Sends and receives information via email, facsimile machine, drives, certified mail delivery.

• Prepares documents for billing and/or legal services.

• Demonstrates appropriate utilization of paper and electronic documentation to prepare and receive medical records within scope of job duties.

• Participates in continuing education activities as assigned by HICHC leadership.

• Documents appropriately in the patient medical record in a timely manner, recording all written and verbal communication related to medical records requests and releases.

• Demonstrates positive interpersonal relations in dealing with physicians, patients, patient families, visitors, and co-workers, in a professional and confidential manner.

• Embraces the philosophy of continuous quality improvement.

• Maintains a safe, clean, and confidential working environment consistent with OSHA, HIPAA, and HHC standards.

• Manages changes in work demand during each workday.

• Ensures patient/family satisfaction with medical record processes.

• Keeps supervisor informed of problems or issues.

• Performs other duties as assigned.

Supervisory Duties

• Works with the Health Services Manager to ensure there is an integrated healthcare delivery system that is efficient, effective, and timely with appropriate response to patient and community needs in a variety of settings.

• Assists Health Services Manager with making staffing assignments.

• Supervises and evaluates the quality of care delivered.

• Actively participates in risk management programs to reduce errors, mitigate risk, and assist with investigations and information-seeking activities for program improvement.

• In coordination with Quality Improvement team provides leadership for continuous quality improvement efforts. Implements and/or update processes for data collection, tracking and documenting activities.

• Provides leadership to ensure the highest standards of excellence in customer service by anticipating and responding to needs of internal and external partners; proactively work to improve the quality of customer service.

• Provides support activities performed by the Health Services Department by acknowledging, adhering to, and implementing organizational policies and standard operating procedures.

• Leads personnel in such a manner as to promote a productive, efficient, and safe working environment; establish an effective flow of communication and information to ensure that problems can be resolved in a timely, effective manner and that support is provided to staff as needed.

• In coordination with the Health Services Manager, is responsible for the selection, assignment, training, and development of assigned direct report personnel.

• Ensures implementation of an effective performance management process for all direct report staff that clearly defines performance expectations and measures, including goal and objective setting, performance feedback, accountability measures, and corrective action as appropriate, and in compliance with sound management practices and applicable laws and regulations to ensure high levels of organizational, work unit, and individual performance.

• Actively seeks continuing education and training tools to support best practices for program and staff development and shares information through staff in-service training and individual performance improvement training. Conducts and documents regular team meetings.

• Manages inventory to ensure that necessary supplies are ordered and available, are properly stored and maintained, while seeking ways to reduce waste of resources and supplies.

• Ensures regulatory compliance of HIPAA by monitoring the workplace environment, on- and off-site staff activities and patient care services provided. Identifies areas where improvement or training is needed.

• Handles patient complaints and/or questions related to Health Information Services, addresses appropriately or forwards to the Health Services Manager or DCO expeditiously.

• Develops, reviews and updates policies, standard operating procedures and documentation tools as required to perform services in a variety of settings in collaboration with the Health Services Manager, DCO, and Medical Director.

• Ensures timesheets and PTO requests are entered in ADP, monitored, and approved in a timely manner in coordination with the payroll department.

• Completes other projects and duties as assigned by Health Services Manager, DCO, COO, and CEO.

This individual must be able to effectively communicate both in written and oral form. This person must be capable of prioritizing and organizing tasks related to patient care. The Medical Records Supervisor is expected to support the health center's mission and adhere to health center policies and procedures, as well as applicable state and federal regulations. He/she is expected to demonstrate superior organization, ability to multi-task, have effective interpersonal skills and be an active part of the patient care team.

III. POSITION SPECIFICATIONS

Requirements of Position

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

Education and Experience

• High School graduate or GED certificate.

• Minimum one year of medical records experience is required.

• Previous supervisory experience is preferred.

• Degree or certificate in medical records handling/processing preferred.

Knowledge, Skills and Abilities

• Basic knowledge of general office procedures to include filing, copying, and faxing required.

• Ability to use a computer to enter patient data and retrieve information.

• Ability to work on multiple tasks within established deadlines.

• Ability to work under the direction of a supervisor and follow instructions.

• Ability to take the initiative to resolve patient concerns and problems.

• Knowledge of patient chart documentation.

• Ability to communicate effectively in written and oral form with a diverse population.

• Demonstrate above average organizational capabilities.

• Demonstrate above average teamwork capabilities.

• Ability to multitask in a supportive patient care role to a diverse population.

Language Skills

• Ability to read and interpret documents such as government regulations and guidelines, patient records, operating and maintenance instructions, procedure manuals, etc.

• Ability to write at a minimal level of competence, including internal reports and memoranda.

• Ability to communicate with diverse groups of people to include staff and providers and patients.

• Ability to communicate effectively with patients and their families to make their visit a pleasant experience.

• Sensitivity to the multicultural nature of the service area population and may be required to assist patients using interpreter services.

Personal Characteristics

Personal characteristics include: a team player, high integrity, communication and customer relations skills, regular work attendance, courteous and friendly, able to work well with diverse groups of people, gain and maintain respect of others, accept HICHC mission and values.

Confidential and Sensitive Information

Because the employee has access to personal and professional data regarding individual employees and their families, personal data regarding individual patients and the families, and/or sensitive company financial data, an essential job result is the maintenance of a high level of confidentiality of the information processed by the employee. Violation of this confidence may result in disciplinary action, up to and including termination of employment.

IV. PHYSICAL CHARACTERISTICS/WORKING CONDITIONS

General Remarks: The work environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential tasks and functions.

Environment: The noise level in the work environment is usually moderate. There are no known environmental hazards on the premises. Work environment is often stressful. Work may be inside or outdoors, and normal safety precautions and practices are required in all settings. Incumbent will be exposed to patients' conditions and some-unpleasant sights, smells and contagious diseases including virus, disease and infection from patients and specimens in working environment. All employees are offered the opportunity to receive the Hepatitis B vaccination series.

OSHA: This position performs tasks that involve exposure to blood, body fluids, or tissues; normal medical safety precautions and practices are required

Work Hours: 40 hours per week, schedule may vary to accommodate events and program needs. Incumbent will be scheduled based on operational need (rotating shifts, standby, on-call).

Mental Demands: Duties require attention to detail, alertness, problem solving, tolerance to stress and exercising sound judgment. Duties require high tolerance and adequate coping skills for dealing with loss, grief, and bereavement. Good stress reduction and management skills are essential.

V. REMARKS

The foregoing position description is not all-inclusive of the duties that may be assigned to the employee. To ensure maximum flexibility and efficiency and to encourage cross training, employees will be assigned additional duties as deemed necessary or desirable by HICHC.

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