eHIM Supervisor

POSITION SUMMARY:

This position oversees the health information department for agency. Assumes the role as leader in the planning, directing and managing of department as it transitions from a paper environment to an electronic system. The Supervisor of HIM will be on agency's migration team and will be asked to take the lead in certain parts of migration. Responsible for the integrity of the organization's health information while maintaining knowledge of HIM issues and laws. It requires a positive team approach with other departments to meet department needs. This entails supervision of the HIM staff.

PRIMARY RESPONSIBILITIES:

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.

3.      Act in leadership capacity in coordination of policies, procedures and standards in relation to HIM, confidentiality/HIPAA issues. 4.      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. 5.      Engage with other departments, staff and funders to identify information needs through assessing and specifying health care record requirements.

6. Ensure proper management of contract with vendor (Iron Mountain) for record storage/retrieval services as well as shredding for agency.
7. Responsible to assist in informing the development and execution of an agency migration plan to electronic platform. Assist team to determine project requirements, develop project plans and to implement to electronic health record system.

8.      Assist in the development of key performance indicators which measure the impact and effectiveness of electronic health records systems on clinical practice. 9.      Identify training needs to shape the training process as needed for sound implementation.

10. Train employees on current electronic documentation platform.
11. Ability to partner across the organization with multiple departments through the exchange of data, information, and frequent communication.

Relationship with staff 

1. Responsible for hiring, evaluation, ongoing supervision, implementing disciplinary/corrective actions and termination of employees.
2. Convene staff meetings on a regular basis.
3. Ensure all supervised staff meet accountability standards.
4. Provide training and guidance to all supervised staff.
5. Ensures adequate staff coverage for all Program activities.
6. Ensures the development of realistic Staff Development plans for staff under supervision.
7. Organizes work, establishes priorities and exemplifies adaptability to change and
8. Creative thinking to improve quality, productivity and customer service/satisfaction.
9. Coaches staff to be successful in their jobs.
10. Motivates staff; keeps staff well informed and solicits input to appropriately
11. Manage the program and improve customer satisfaction.
12. Delegate's responsibility to staff as appropriate.
13. Uses supervision time for work related issues.
14. Maintain clear boundaries with Staff.
15. Handles difficult situations in a tactful manner and provides constructive feedback to staff on an ongoing basis and takes appropriate corrective action for sited deficiencies.
16. Communicate openly and effectively with line staff and management, supporting the issues of each, as appropriate.
17. Relate to all staff under supervision in a fair, flexible and equitable manner.
18. Provide support and constructive criticism to staff as indicated, required and appropriate.
19. Provide a balance of guidance and autonomy, which is relevant to each individual staff member's position.
20. Model a level of expertise sufficient to promote learning and enhanced performance among staff under supervision.
21. Maintain a system of monitoring performance of staff, which culminates in a meaningful and accurate performance evaluation process.
22. Conduct employee performance evaluations as required.
23. Communicate Department needs effectively and deal with difficult situations in a timely manner.
24. Ensure that HIM Coordinators relate to the public in a courteous and professional manner.
25. Provides training to all HIM Coordinators to ensure cross training to maximize and enhance knowledge of all aspects involved with Medical Records.
26. Interview and select applicants to fill department vacancies as needed.
27. Completes all required E-learning and mandatory trainings as required.
28. Evaluates staff compliance with completion of all required annual e-learning and mandatory trainings.
29. Completes employee 90 day and annual performance evaluations as required.
30. Facilitates or ensures that regular staff meetings are being held in accordance with agency policies and procedures. 

Administrative Responsibilities  

1. Ensure that productivity levels of staff under supervision are at least adequate, relevant to management's expectations of those positions.
2. Ensure that client records under the Supervisor's auspices are maintained according to Organization policies and procedures.

Public Relations

1. Ability to relate to a variety of types of people and situations both in person and on the phone, in a positive, supportive, courteous, professional manner.
2. Handle the day-to-day problems of the department relative to scheduling, equipment, coverage, supplies, priority of assignments and all other related functions.

Administrative Functions

1. Develop and implement medical records audit system to verify accurate filing and completeness of records.
2. Develop and update medical records policies and procedures to ensure accuracy, completeness, and control of records to ensure compliance with national accreditation standards (e.g. CARF).
3. Make every reasonable effort to ensure the quality of documentation filed in charts.
4. Maintain tracking record of medical records omissions, misfiling, incomplete records, and corrective actions.
5. Ensure timely and appropriate response to requests for records.
6. Develop and maintain a functional storage and retrieval system for records.
7. Prepare reports for presentations to supervisor and/or management team as requested for quality improvement purposes.

SECONDARY RESPONSIBILITIES:

Office Security / Maintenance

Ensure that Medical Record staff is knowledgeable of and implements the procedures for securing the building, offices, files, and all confidential material.

Personal Staff Development

Formulates and updates annually performance objectives which appropriately address personal goals and the responsibilities of the position.

Participate in educational training activities aimed at building job related skills and knowledge.

Other Job Related Duties

Performs other job related duties as required and assigned.

ACCESS TO PROTECTED HEALTH INFORMATION:

Will be knowledgeable in and practice all   policies and procedures related to privacy and security practices cited in the Health Insurance Portability and Accountability Act (HIPPA) applicable to my program and position.

EDUCATION EXPERIENCE/REQUIREMENTS:

1. Bachelor's degree with a minimum of three five years of previous HIM experience in healthcare setting, both paper systems as well as strong electronic record experience. RHIT certification required.
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.
4. Three to five years prior experience with and electronic medical record system.
5. A minimum of two years previous Supervisory experience required.

KEY PERFORMANCE STANDARDS

The employee will comply with or maintain:

1. All Organization policies and procedures especially those dealing with confidentiality according to state   laws, professional and contractual standards, and HIPAA regulations
2. A high level of accuracy with data processing
3. Positive relationships with all employees and clients.
4. A professional attitude at all times
5. A work ethic that insures effective and consistent completion of tasks
6. Answer telephones promptly and in an appropriate manner using tact and courtesy. Apply knowledge of the Organization's programs and resources in taking messages and giving information. This will involve routing emergency calls to the proper personnel, quickly and efficiently.
7. Must not present a direct threat to the safety or health of self or others.
8. Remain current on training and documentation requirements. Promote a culture of continuous quality improvement.
9. Supports and adheres to the five client promises.

SAFETY EQUIPMENT / PROCEDURES

Employee is required to:

1. Maintain the safety of self and others at all times
2. Complete all mandatory Health, Safety and Emergency Preparedness Trainings
3. Wear seat belts while driving on organization business, and follow all corporate safety policies and procedures.

BASIC STANDARDS OF PERFORMANCE:

1. Arrives to work on time, uses sick and annual leave according to established policies, completes paperwork and projects within deadlines.
2. Flexibility/Initiative. Exhibits willingness to assist colleagues, assumes additional responsibilities willingly, works varying hours to meet client accessibility and recommends program changes and improvements.
3. Maintains an overall work attitude of cooperation and professionalism in all interactions with agency staff and community professionals.  Communicates and interacts appropriately with colleagues.  Follows through with paperwork to ensure smooth operations with Agency and CBC.
4. Conducts self in a professional manner with colleagues, peers, and clients.  Demonstrates professional behavior toward clients consistent to the enhancement of the client's dignity and well-being.  Upholds established policies and professional standards of conduct.
5. Attendance and punctuality are prerequisites of satisfactory performance.
6. There will be compliance with all company policies and procedures.
7. Obtain familiarity with company mission and adherence to the company's philosophy of continuity of quality care.
8. There will be satisfactory completion of primary and secondary duties and responsibilities of the position as required by

management and supervision.

9. Meet the minimum requirement and demands of the position, including funding goals and objectives.

SPECIAL KNOWLEDGE AND SKILLS:

1. Knowledge of clinical workflow and a basic understanding of clinical terminology.
2. Must maintain skills/knowledge in-line with recent technology developments and appropriate to role.
3. Requires excellent communication skills and the ability to relate well to all types of people.
4. Requires legible handwriting, accurate spelling, punctuation, grammar, and excellent proofreading skills.
5. Requires excellent organizational and time management skills.
6. Good project management, decision-making, and problem resolution skills.
7. Excellent analytical and problem solving skills with strong attention to detail.
8. Strong business and technical writing skills.

PHYSICAL DEMANDS/WORK ENVIRONMENT/OTHERS:

1. Requires ability to stay calm and follow procedures in a crisis.
2. Requires ability to manipulate charts weighing up to 3 pounds from horizontal and vertical filing systems, lift them vertically to

        arm's length and bend down to reach bottom file cabinet drawers.   

3. Requires stamina to keep pace in a rapidly moving and fast paced office.
4. Requires ability to speak clearly and distinctly.
5. Requires ability to adapt quickly to change.
6. Requires ability to read and speak English correctly.
7. Ability to access the organization computer system for various job responsibilities.

OFFICE MACHINES & EQUIPMENT USED

1. Multi-line telephone system.
2. Must be Computer literate with proficiency in Microsoft Office, windows, word and excel.
3. Calculator
4. Copier/ FAX
5. Data entry terminal and printers
6. Vertical and Horizontal filing systems (alpha and numeric)

WORKING CONDITIONS

1. Requires a flexible schedule and the ability to work evenings, if needed.
2. Requires reliable transportation.
3. Is subject to air-conditioned environment on a daily basis.
4. May be dealing with potentially dangerous situations/clients.
5. Requires ability to function effectively in a smoke-free workplace.
6. May be exposed to contagious conditions and communicable diseases, including but not limited to AIDS/HIV, staph, hepatitis, rubella, tuberculosis, cytomegalovirus, blood borne, pathogens, lice and scabies.

REPORTING RELATIONSHIP

The Supervisor of Health Information Management reports to the Manager of Quality.

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