Him Supervisor - Health Information Services

POSITION SUMMARY:

To be fully engaged in providing Quality/No Harm, Customer Service and Stewardship by supervising department workflow and activities in order to ensure an accurate and complete medical record for each patient at Health First, ensure availability for departmental workflow and functions and safeguard the privacy, security and integrity of each record and being responsible for ensuring all discharged charts are received in a timely manner or appropriate steps are taken to follow up.

PRIMARY ACCOUNTABILITIES:

Engagement:

• Provides leadership to associates through effective communication, expressing ideas in a clear, professional, positive and creative manner. Promotes positive customer relations
• Annual performance reviews and 90-day evaluations are completed for each associate by their anniversary date or the date specified by Employee
• Responsible for following up on department/associate issues/input in a timely manner. Communicates status of department and/or associate issues to HIM Manager in a timely and accurate manner
• Maintains bi-weekly productivity statistics for each associate at least 95% of the time. These are addressed with each associate and action plans developed if necessary. Overall report is forwarded to HIM Manager on a bi-weekly basis
• Communicates and follows up with members of the leadership team, associates, and other departments and customers in a timely and professional manner

Quality/No Harm:

• Demonstrates competence in the appropriate applications fulfill job responsibilities.
• Proficiently navigates through the above listed clinical applications in order to identify patient using two patient identifiers and retrieve the appropriate chart based on that information and verify the accuracy of demographic area.
• Responsible for confidentiality, security and integrity of all personal health information for all patients
• Writes scanned and indexed batches to the appropriate queue according to departmental policy and procedure at least 98% of the time
• Works closely with HIM Manager and other leadership team members to ensure overall smooth departmental operations
• Monitors workflow including weekend staffing. Assesses the need to contribute to charting or analysis or other areas that could be falling behind departmental targets. Notifies the HIM Manager immediately of areas that are two days or greater out of target date ranges
• Conducts monthly quality review audits on departmental processes and follows up in an appropriate manner to include action plans when necessary. Submits monthly report to HIM Manager
• Adequately prepares for meeting(s), sending or emailing notices and preparing the agenda when necessary. Attends meetings on time. Take and maintain thorough minutes for meeting as necessary
• Charts are accurately analyzed/reworked according to Joint Commission requirements and Medical Staff Bylaws and Rules and Regulations, correctly identifying missing elements and assigning deficiencies to the correct physician at least 98% of the time
• Delinquent chart count is maintained below 50% of average monthly discharges
• Maintains analysis turnaround within required timeframe at least 98% of the time
• All discharged charts are reconciled in the HIM department upon discharge. Responsible for overseeing reconciliation process and following up on all charts not received in the department within 24 hours at least 98% of the time

Stewardship:

• Takes initiative to take on additional assignments or changes in scheduling
• Supports department associates by the ordering of supplies, service calls to equipment companies, and care taking of the department environmental needs
• Assesses the need to contribute to charting or analysis or other areas that could be falling behind departmental targets
• Adheres to department budget and consults with Transcription/HIM Operations Manager and/or Director for clarification and questions. Provides a written explanation of any overages in department budget to the HIM Manager
• Follows up with associate regarding exceptions or issues in KRONOS as necessary
• Understands and supports the processing of reports according to department turn-around time goals
• Reviews assigned work queue(s) daily and ensures timely processing of assignments in the queues

Customer Experience:

• Provide patient information to appropriate requesters in a timely and efficient manner
• Understands the confidentiality of patient information and proper dissemination of this information.
• Adheres to all Health First policies and procedures in regard to protected health information. Consults with HIM Manager/Director to clarify any concerns
• Manages workflow status, unlinked deficiency and physician deficiency related queues on a daily basis
• Provides assistance with any questions the physicians may have about their deficiencies and how to access assignments/complete deficiencies through the physician portal or directs the physician to the appropriate person for clarification Page 3 of 3
• Verifies physician dictation on the dictation system when analyzing and assigning deficiencies that are not in HPF/chart at least 98% of the time

QUALIFICATIONS REQUIRED:

• RHIA or RHIT or complete within 12 months
• Prefer minimum 1-2 years previous management experience
• Must have excellent verbal and written communication skills
• Excellent telephone etiquette and customer service skills required
• Excellent computer skills and proficiency with Microsoft Office applications
• Understanding of Joint Commission standards, State Regulations, HIPAA, CMS and Medical Staff Rules and Regulations requirements preferred

PHYSICAL DEMANDS:

• Visual acuity to include viewing PC monitor for extended amount of time.
• Ability to enter data and work with medical records using hand/wrist dexterity.
• Should be able to appropriately transport 25 pounds of medical records.
• Ability to sit at a computer for extended periods of time.
• Ability to walk or stand for extended periods of time.
• Ability to bend and stoop.
• Ability to travel to all facilities/campuses across the IDN

MENTAL DEMANDS:

• Ability to read and comprehend instructions, correspondence, memos, and electronic mail
• Excellent computer and skills with the ability to enter and retrieve data from electronic systems
• Strong written and verbal communication skills for professional interaction
• Must be detail and accuracy oriented.
• Ability to work independently and maintain focus on the scope of work assigned.
• Must be self-sufficient, not needing to rely on others to complete a job.
• Ability to coordinate and use logical reasoning to prioritize tasks and manage multiple tasks simultaneously
• Initiative – independently takes prompt proactive steps toward problem resolution.
• Analytical skills – effective evaluation, synthesis and use of information gathered.
• Must be able to work under potentially stressful situations with time constraints
• Ability to use critical thinking and problem-solving skills to carry out all job functions and responsibilities
• Emotional intelligence – recognize and understand emotions and use this awareness to successfully manage yourself and your relationships with others.

COMPETENCY ASSESSMENT/SKILLS CHECKLIST:

• Function specific competencies as indicated during training. Competency Checklist not required

ABOUT HEALTH FIRST

At Health First, diversity and inclusion are essential for our continued growth and evolution. Working together, we strive to build and nurture a culture that recognizes, encourages, and respects the diverse voices of our associates. We know through experience that different ideas, perspectives, and backgrounds create a stronger and more collaborative work environment that delivers better results. As an organization, it fuels our innovation and connects us closer to our associates, customers, and the communities we serve.