Health Information Management Supervisor

In this hands on role, the HIM Supervisor will coordinate and monitor completion of assignments by HIM department staff, in accordance with established policies and procedures. Provide on-going guidance and training to the staff. Monitor assignments to ensure accuracy, and timely completion. Work involves reviewing and processing requests for Protected Health Information from clients, physicians, other medical professionals, attorneys, and additional stakeholders. Work involves the application of administrative clerical skills to a variety of moderately complex information and record systems. This position primarily involves the responsibility of both open and closed medical records and both paper and electronic charts.                                                              

ESSENTIAL FUNCTIONS

1. Plans, supervises and coordinates all HIM departmental activities to meet established goals.
2. Develops systems within the HIM department to ensure all health records are up to date with filing and scanning into electronic record.Responsible for efficiently and effectively utilize tools to enable information to be collected, managed, used, shared and retrieved to support the delivery of Directions' healthcare services.
3. Engage with other departments, staff and funders to identify information needs through assessing and specifying health care record requirements.
4. Act in leadership capacity in coordination of policies, procedures and standards in relation to HIM, confidentiality/HIPAA issues.

1. Ensure proper management of contract with vendor (Iron Mountain) for record storage/retrieval services as well as shredding for agency.

7. Identify training needs to shape the training process as needed for sound implementation.

1. Train employees on current electronic documentation platform.
2. Facilitates regular staff meeting in accordance with DFL policies and procedure
3. Maintain a working knowledge of both state and federal regulations, such as the Health Insurance Portability and Accountability Act (HIPAA), which regulate the release of protected health information (PHI) to third parties. Follow all HIPAA guidelines, Florida statutes and company policies to release and or request client records.
4. Reviews Release of Information requests for validity according to applicable state or federal statuses.
5. Sends denial letters as appropriate in response to an invalid or incomplete Release of Information.
6. Logs all requests for documents in the Excel spreadsheet updating the log as needed.
7. Look up medical record numbers, fill out guides, pull and re-file medical records using the terminal digit filing system.
8. Make requests from off-site storage for closed charts/volumes as needed.
9. Print medical records from the electronic health record, and/or copy records from paper chart
10. Redact information on the copied files as appropriate.

1. Copy and fax medical records to requestors both inside and outside of the agency as appropriate.
2. Prepares copies for mailing by sealing, weighing, and ensuring proper postage.
3. Completed requests for documents and original release forms are filed in the client's paper chart.
4. Logs information that is being sent to the requester in the Excel spreadsheet.
5. Calculate the amount to be billed to the record requester and prepare invoice.
6. Log/track invoices for copies of records.
7. Receives and processes subpoenas and court orders for client records and providers' testimony.
8. Notify attorneys of receipt of subpoena/court order and requests any additional documentation in order to assist in processing the request.
9. Notify clients of the receipt of subpoena/court order, or ensures that such notification has been provided by the attorney's office.
10. Notify providers of their need to attend court and include coaching materials on what can/cannot be disclosed.
11. Print, copy, scan or email records to providers for use during court proceedings.
12. Certify copies of records, as directed.
13. Appear in court with records if needed.
14. Process release of information requests from attorneys; Vocational Rehabilitation, Social Security, insurance companies, the jail, schools, etc.
15.  

Required Education and Experience:

1. 1. A minimum of two recent years of experience in a supervisory / management role in a traditional medical records department and/or a health information management department, health services, or patient management services with considerable knowledge of the functions of a medical records and/or health information management department required.  RHIT RHIA certification a plus.
   2. Strong working knowledge of MS Operating Systems, MS Office Suite including Word, Excel, Project and PowerPoint.
   3. Extensive experience in a health care environment.

We offer and excellent benefit package to include Health, Dental, Vision, Life, STD, LTD, 403 b retirement and Paid Time Off.

EOE DFWP MFVD Smoke Free Workplace

Salary 38k-41k.

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