Records Manager

STGi is seeking qualified candidates to work full-time as a qualified Records Manager or Administrator for Federal Occupational Health (FOH). 

The Federal Occupational Health (FOH) Records Manager (RM) is responsible for administering and implementing the organization’s records management program, including ensuring that the FOH records program meets federal, national healthcare organization quality, and occupational health industry standards as well as statutory and regulatory requirements. The RM will be responsible for maintaining all types of records, including medical records primarily, in a federal setting. The RM supports program goals by performing work requiring specialized knowledge of the concepts, principles, and practices of records (medical and non-medical) administration in a federal healthcare setting. The work requires the application of analytical methods to records system issues, reviews, and studies. The RM must understand and be able to apply basic principles of statistics, data processing, budgeting, contracting, procurement, personnel, and property management to perform the administer the FOH records program.

The successful candidate will have federal records management experience and be able to do the following:

• Create and revise Federal Occupational Health (FOHs) General Records Schedule file plan (GRS).
• Serve as the agency’s Subject Matter Expert, in maintaining and in the disposition of agency records according to the current General Records Schedule, HHS System of Records Notices (SORNs) and Government-wide SORNs.
• Receive, review, and maintain responsibility for processing all FOH Freedom of Information Act (FOIA) requests, subpoenas, and audits, and medical records request, according to the appropriate federal regulations.
• Process and maintain a records management system to meet NARA regulatory requirements for disposition.
• Support Program Offices in the transferring and receiving of records to and from NARA and the NPRC.
• Maintain and oversee a system-wide database of FOH records transferred to the Federal Records Center.
• Develop and create organizational policies, standard operating procedures, and training for federal records management.
• Review procedural standards, identify problems, and report on findings and recommendations.

Quality and Safety

• Ensure that all record, including medical, information management processes and practices comply national health care quality organization, such as The Joint Commission, standards.
• Serve as a records subject matter expert to FOH committees, leadership, and staff, when requested, on record issues and collaborate with them about resolving record management issues.
• Create and maintain the FOH Record File Plan. Review the Plan no less than annually.
• Develop plans and procedures to ensure that FOH complies with the HHS Records Policy and Privacy Act as well as other federal regulations and designated health care quality organization standards.
• Plan and manage the development and maintenance of a federal national healthcare organization’s records program by conducting the overall planning, administration, and evaluation of FOH’s medical records program.
• Conduct periodic records management quality control reviews, compliance audits, risk assessments and surveys to measure the effectiveness of FOH records management systems and for general program improvement purposes.
• Develop, implement, and monitor a FOH record quality assurance program. Determine quality control measures needed, select controls appropriate to monitor problems, conduct quality control reviews, evaluate results of quality control procedures, and implement corrective actions. Conduct special studies to examine specific problems.
• Apply the most recent advancements in records management to solve problems that are not susceptible to resolution under existing policies.

Service Operations

• Coordinate with and advise all FOH staff on matters relating to records management.
• Provide advice and guidance to FOH leadership and staff on the creation, maintenance, and use of records as well as on electronic recordkeeping and records that are contained in electronic mail systems.
• Develop plans for records management and implement policies, regulations, retention schedules and other policy formulated by policy setting agencies such as the National Archives and Records Administration (NARA) and General Services Administration (GSA).
• Plan and develop FOH record management goals, priorities, standards, and working guidelines for FOH clinics, fitness centers, and Employee Assistance Program offices which cover an extended geographical area which provide a variety of health care and health-related services.
• Create and implement specific records and information management policies and processes to ensure that records are in proper order, completed, signed, and indexed.
• Serve as a recognized FOH authority to develop and implement systems, policies, and procedures to process medico-legal documents, insurance, and correspondence requests, as well as Freedom of Information Act (FOIA) and non-FOIA requests. Create protocols to document, store, retrieve, and track medical records information requests that conform with federal, state, local statutes, and accepted occupational health practice.
• Design and conduct an in-service education program for managing the various types of records within FOH for FOH staff members.
• Apply legal principles, policies, regulations, and standards for the control and use of medical and non-medical records to respond to subpoenas and court orders and assessing risk.
• Develop and implement procedures for the proper disposition of records consistent with government-wide policies and procedures.

Customer Service

• Respond to internal and external customer record requests within 48 hours.
• Coordinate with and providing guidance to customer agency and the HHS Records Custodians on records management life cycle requirements.
• Advise FOH leadership and staff on non-medical and medical records procedures and problems and provide solutions to these problems. Furnish technical guidance and advice to the medical staff and to personnel at facilities on resolving difficult problems involving medical records.
• Coordinate with appropriate personnel to manage, supervise, and perform administrative aspects of records management to meet procedural, legal, and administrative requirements concerned with the providing direct client care, such as referring, transferring, and discharging clients.

Procurement

• Collaborate with procurement staff, as requested by supervisor, on obtaining resources to ensure that FOH records management efforts are efficient and effective.

Cost Recovery 

• Collaborate with fiscal staff, as requested, to maximize cost recovery.

Staffing and Reporting Relationships 

• Collaborate with fiscal staff, as requested, to maximize cost recovery.

Technology

• Advise FOH staff on the design, development, and evaluation of automated regarding requirements needed to meet e current record management standards and federal regulations.
• Plan for, justify, test, and advise on the use of computer technology for collecting health care information, statistical data, and management of all types of records that are generated in FOH.
• Maintain knowledge of new technologies used to manage medical records systems efficiently and effectively.

Strategy      

• Make projections on growth of FOH’s medical records system and implement design changes to accommodate program expansion. 

Supervisory Responsibilities

• Coordinate staff performing the duties of a Medical Records Clerk.

The RM must have considerable knowledge of the specialized principles and practices related to medical and non-medical records management to test and make recommendations for improving the medical records programs. The Manager must demonstrate a mastery of medical records administration to identify, define, and resolve managerial, administrative, and medical records problems associated with unique, undeveloped, or controversial aspects of medical records management. The RM must possess comprehensive knowledge of a range of medical records laws, policies, regulations, and precedents applicable to the administration of a medical records program in an occupational healthcare setting. This includes the ability to promote agency program goals, delineate the sequence and timing of key program milestones and establish methods for evaluating program performance. The RM must possess knowledge about key aspects of medical organization operations, plus an understanding of EHR development and NARA, GRS or SORNs requirements. Experienced with Microsoft Excel, Access, and Word.

Bachelor’s degree in health information management from a program accredited by the Commission on the Accreditation for Health Informatics and Information Management Education (CAHIIM). Registered Health Information Technician (RHIT) or Registered Health Information Administrator (RHIA) certification required. Must have a minimum of 2 years of experience working as a records manager in a federal setting.

STG International, Inc (STGi) is a workforce solutions company providing comprehensive healthcare delivery, Head Start and management consulting services and human capital solutions help our clients. Our services and solutions help our clients sustain and enhance their operations to better accomplish their mission.

STGi offers a competitive benefits package which includes Medical, Dental, Vision, 401k with company match and a generous PTO policy.

STG International, Inc. is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity/Affirmative Action Employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class.

The RM must have considerable knowledge of the specialized principles and practices related to medical and non-medical records management to test and make recommendations for improving the medical records programs. The Manager must demonstrate a mastery of medical records administration to identify, define, and resolve managerial, administrative, and medical records problems associated with unique, undeveloped, or controversial aspects of medical records management. The RM must possess comprehensive knowledge of a range of medical records laws, policies, regulations, and precedents applicable to the administration of a medical records program in an occupational healthcare setting. This includes the ability to promote agency program goals, delineate the sequence and timing of key program milestones and establish methods for evaluating program performance. The RM must possess knowledge about key aspects of medical organization operations, plus an understanding of EHR development and NARA, GRS or SORNs requirements. Experienced with Microsoft Excel, Access, and Word.