HIM Supervisor

DUTIES AND RESPONSIBILITIES -

• Responsible for day-to-day operations of the HIM department.
• Supervises HIM staff (medical records and referrals.
• Supervises release of information (ROI) requests and helps manage PHCs use of the medical records third party vendor copy service; makes sure inbound/outbound documentation requests are done in a timely and HIPAA compliant manner.
• Works collaboratively with members of leadership across the organization.
• Ensures consistency in departmental performance of functions to meet or exceed PHC standards.
• Supervises and ensures referrals are completed in a timely manner and are documented according to department standards.
• Works collaboratively with supervisor and IT department to ensure the legal medical record is created and maintained in accordance with established policies and procedures.
• Demonstrates the ability to assess, plan, and implement procedures, policies, and processes for department functions to be efficient and outcome driven.
• Demonstrates the ability to train others in electronic health record (EHR) use and maintenance.
• Communicates to supervisor any obstacles, regulatory challenges and/or system deficiencies that prevent the department from meeting goals.
• Compile data to produce reports for process improvement, productivity monitoring, turnaround times and others as needed.
• Demonstrates the ability to communicate effectively, ensuring understanding of the information and instruction.
• Identifies opportunities for improvement and works with appropriate staff and management to provide and implement the most efficient process.
• Ensures that policies and procedures, processes and outcomes are compliant with various regulations related to medical records and the release of protected health information (PHI).
• Observes confidentiality and safeguards all patient related information.
• Ensures the records requests are scanned into the appropriate patient charts in a timely manner.
• Manages the Work Alcove, Med Records, School Base, and Admin fax boxes. Ensures that the department distributes incoming communication to appropriate staff and that incoming records get appropriately scanned into the patient chart and sent to the provider PAQ for review.
• Ensures that MediScribe dictations are complete and scanned to the EHR.
• Works with supervisor to review numbers and continuously improve referral workflows to improve patient care outcomes.
• Works with internal leadership and external facilities to improve referral process and optimizes referral process to improve patient care and outcomes.
• Works with staff and other departments to ensure that all patients who were seen for specialty referrals receive follow up appointment from a provider after a referral.
• Manages shred bins for the organization and ensures that they are kept and emptied in a HIPAA compliant manner.
• Ensure amendments, merge requests, and deceased patient documentation are HIPAA compliant and follow the correct legal processes.
• Fills in for Med Records and Referrals.
• Participates in risk management activities in conjecture with supervisor.
• Helps ensure that policies and procedures are developed, implemented, and maintained according to organizational, regional, national, state, and federal requirements and guidelines.

HIPAA Privacy Officer General Duties -

• Evaluates the organization's existing policies and procedures for HIPAA compliance by performing HIPAA risk assessments.
• Collaborates with plan management, administration, and legal counsel to identify and address privacy policies and procedures that require improvement.
• Collaborates with Compliance Manager and the information security officer to ensure alignment between security and privacy compliance programs including policies, practices, investigations, and acts as a liaison to the information systems department.
• Works cooperatively with applicable organization units in overseeing patient rights to inspect, amend, and restrict access to protected health information when appropriate.
• Develops and assists with implementation of new and updated policies and procedures.
• Maintains policies and procedures related to PHI access and use; ensures strict adherence by all staff with access to PHI.
• Assesses methods and procedures used to store and transmit PHI; identifies security or other compliance risks and researches and recommends improvements.
• Communicates with individuals regarding their right to inspect, amend, and restrict access to their PHI.
• Drafts and implements procedures for addressing and resolving complaints regarding the organization's privacy policies and procedures.
• Serves as the internal subject matter expert on HIPAA, maintaining current knowledge of HIPAA laws and regulations, and any other applicable federal and state privacy laws or regulations.
• Maintains current knowledge of applicable federal and state privacy laws and accreditation standards.
• Reports on changes in applicable laws and regulations and provides training as needed.
• Manages all required breach determination and notification processes under HIPAA and applicable State breach rules and requirement.

The above description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.

MINIMUM QUALIFICATIONS - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

• Possesses above average computer proficiency and skill-able to work in electronic health records and practice management software with ease.
• Demonstrates integrity, professionalism, and superior customer service skills while working in a fast-paced environment.
• Ability to relate to individuals of various economic levels and cultures and separates personal beliefs and values from the workplace.
• Ability to follow and uphold established procedures.
• Possesses strong organizational and interpersonal skills.
• Ability to determine appropriate course of action in complex situations.
• Ability to work independently, exercise creativity, be attentive to detail, and maintain a positive attitude.
• Ability to manage multiple and simultaneous responsibilities and to prioritize work.
• Ability to maintain confidentiality of all medical, financial, and legal information.
• Ability to complete work assignments accurately and in a timely manner.
• Ability to communicate effectively, both orally and in writing.
• Ability to handle difficult situations involving staff, interns, patients, providers, or others in a professional manner.

EDUCATION/EXPERIENCE REQUIREMENTS -

• High School Graduation or Equivalent required. Associate degree in Health Information Management or another health-related field preferred.
• Minimum 2 years of experience in a supervisory role strongly preferred.
• Experience working at an FQHC highly preferred.
• Minimum 2 years of experience in Health Information Management with RHIT certification strongly preferred.