Health Information Management Director

Job Summary:

The HIM Manager is responsible for managing and leading the operations of the Health Information Management (HIM) functions and activities. This includes implementing effective policies and procedures, monitoring the activities of the HIM areas, and ensuring that all processes are value-added and performed in an error-free, quality operation.

Key Responsibilities:

• Manage all activities of the HIM department.
• Directly supervise and coordinate the clerical, coding, and transcription functions.
• Plan and prioritize workload at the beginning of the shift and throughout the shift in accordance with departmental goals, turnaround time standards, objectives, etc.
• Assure that staff is performing in a productive manner and that staff is assigned and effective.
• Complete HIM monthly productivity reports by the 10th business day of each month.
• Provide information and input to the Director of Revenue Cycle on any annual budget needs for personnel, operating, and capital expenses.
• Serve as a member of the Medical Record Committee.
• Participate in hospital committees, task forces, and meetings as appropriate or assigned.
• Coordinate activities for the Medical Record Committee.
• Plan, implement, and support proficient health information management systems and medical record keeping processes.
• Review and update policies and procedures for the department.
• Assure compliance with all state, federal, The Joint Commission, CMS, and other payer requirements and communicate requirements to staff.
• Provide periodic in-services and educational sessions on HIM related topics.
• Update HIM clerical, coding, and transcription job descriptions annually.
• Maintain knowledge of all HIM clerical functions for the staffing and completion of departmental requirements.
• Recruit, interview, hire, discipline, coach, and develop HIM staff according to established guidelines and policies.
• Coordinate and oversee work of staff; have the responsibility of distributing workloads as necessary.
• Responsible for maintaining time and attendance in timekeeping system of staff.
• Monitor productivity of staff to ensure it meets production standards.
• Assure staff is provided a work environment conducive to productivity and good health.
• Review staff work for conformance to policies, procedures, and practices relating to Alternate Resources regulations, review of appropriate E&M, correct CPT/HCPCS codes, American Medical Association (AMA) requirements, American Dental Association (CDT-2), and the Health Care Finance Administration (HCFA) guidelines.
• Prepare and conduct employee job performance evaluations and forward to Director of Revenue Cycle for concurrence.
• Responsible for the orientation and education of staff to ensure compliance with new and existing regulations of third-party payers (i.e. covered services, limitations, etc.).
• Assist with testing of new software, implementation of new HIM requirements and guidelines, CMS regulatory guidelines, new process flows, etc.
• Evaluate and address issues and concerns relative to daily operations of assigned areas, also provide recommendation/suggestion to improve the overall operations (i.e. cost containment via personnel management) to the Director of Revenue Cycle.
• Responsible to initiate, carry out, and enforce disciplinary action policy and procedure with staff when needed.
• Identify errors, omissions, duplications in documents and contact the appropriate individuals to resolve problem.
• Responsible for providing monthly reports, organizing schedules (i.e. regular, overtime, etc.).
• Attend and participate in management meetings as requested.
• Accept delegation in the absence of immediate supervisor.
• Ensure proper PPE is always worn while on duty including but not limited to, face mask, gloves, gown, isolation gown, NIOSH-approved N95 filtering facepiece respirator or higher, if available), and eye or face shield.
• Complete all donning and doffing tasks in a safe acceptable method and discard of used PPE accordingly. (see CDC website for most current updates)
• Complete task training for all routine cleaning and decontamination processes for all surfaces contaminated by a communicable disease to ensure a high level of patient, visitor, employee and external customer satisfaction.
• Perform other duties and special projects as assigned or required.

Requirements:

• Associates Degree in Health Information Management, Business Administration or related field.
• Registered Health Information Technician (RHIT).
• Minimum two-years of successful supervisory or management experience.
• Minimum two-years of previous progressive management experience in an HIM department setting, or other relevant experience.
• Demonstrated knowledge of ICD-10, and CPT/HCPCS coding/billing procedures, Uniform Hospital Discharge Data definitions regarding diagnostic and procedural sequencing in order to interpret and resolve problems based on information derived from system monitoring reports and the UB-04, HCFA-1500, and ADA billing forms submitted to the third-party payers.
• Computer skills; ability to access and use multiple data systems.
• Microsoft Excel and Word software experience.
• A record of satisfactory performance in all prior and current employment as evidenced by positive employment references from previous and current employers.
• All employment references must address and indicate success in each one of the following areas:
  • Positive working relationships with others.
  • Possession of high ethical standards and no history of complaints.
  • Reliable and dependable; reports to work as scheduled without excessive absences and no reported attendance issues.
  • Ability to plan and lead effective team meetings and training.
  • Possess expertise in professional communication, interpersonal, organizational leadership and team building skills.
  • Possess excellent customer services skills for internal and external customers.
  • Ability to work under pressure and making quality and effective decisions.
  • Ability to positively motivate individuals and teams to meet or exceed department expectations/goals.
  • Completion of and above-satisfactory scores on all job interviews, demonstrating to the satisfaction of the interviewees and TCRHCC that the applicant can perform the essential functions of the job.
  • Successful completion of and positive results from all background and reference checks, including positive employment references from authorized representatives of past and current employers demonstrating to the satisfaction of TCRHCC a record of satisfactory performance and that the applicant can perform the essential functions of the job.
  • Successful completion of fingerprint clearance requirements, physical examinations, and other screenings indicating that the applicant is qualified to be employed by TCRHCC and demonstrating to the satisfaction of TCRHCC that the applicant can perform the essential functions of the job.
  • Submission of all required employment-related documents, applications, resumes, references, and other required information free of false, misleading or incomplete information, as determined by TCRHCC.

Working Conditions:

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Physical:

Must be able to sit for a prolonged period of time, frequently bend, maintain balance, and reach, and occasionally stand, walk, drive, kneel, crouch, and twist. Must be able to lift frequently up to 25lbs and have the ability to push and pull frequently up to 10lbs and occasionally up to 34lbs. Must be able to distinguish numbers, letters, and colors. Must be able to work rotating shifts because the department is in operation 24 hours a day, 7 days a week. Sensory requirements for this position are prolonged near vision, color vision, seeing fine details, hearing normal speech, telephone use, frequent depth perception, and occasional ability of far vision. Must have both hand manipulation of simple and firm grasping, fine manipulation and use of keyboard.

Mental:

Must be able to prioritize and use good judgment. Must have critical thinking skills to problem solve and plan. Must be able to communicate with co-workers and staff from other departments. Must have ability to continuously concentrate and adapt to shift work, frequently cope with high levels of stress, handle a high degree of flexibility, work alone, demonstrate high degree of patience, and occasionally handle multiple priorities in stressful situations.

Environmental:

May frequently be exposed to infectious diseases, dust, fumes, gases, and occasionally exposed to chemical agents, extremes in temperature or humidity, and unprotected heights.