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Department: HIM/ Medical Records
Status/Schedule: Full Time - Exempt
Posting Date: 07/07/2021
For more information contact: firstname.lastname@example.org
1. Provides leadership for the department in a manner appropriate with the goals,
objectives, mission, and values of the organization.
a. Supports and represents the mission, vision, and values of Ohio County Healthcare.
b. Assists HIM staff with annual goals and objectives.
c. Develops mission for department to support the organization’s mission.
d. Establishes annual goals for the department and reviews on a regular basis.
2. Formulates and manages Departmental budget projection for each fiscal year and operates with the parameters.
a. Reviews the monthly financial statistics and plan expenditures according to budgeted limitations.
b. Identifies modifications necessary to reflect staffing patterns in relationship to assignments and resource management annually and as needed to meet changing needs in health care.
c. Anticipates purchase and or replacement of equipment using input from administration and medical staff for budget process and as needed.
d. Demonstrates the ability to implement equipment purchase process.
e. Recommends need for staffing changes, space and other resources needed by the department/service.
3. Integrates the department into the organization's primary functions.
a. Coordinates and integrates interdepartmental and intradepartmental services.
b. Communicates with medical staff and/or ancillary staff on patient related, documentation, or other issues.
c. Develops staff knowledge by sharing information and providing resources as needed for Performance Improvement.
d. Develops, reviews, and revises departmental policies and procedures as required.
b. Maintains overall accountability/responsibility for staffing the department during all hours of operation.
c. Makes provisions to cover emergency situations.
d. Recommends changes in staffing in accordance with identified needs of the department.
a. Creates, reviews, and revises departmental job descriptions as required.
b. May establish productivity and quality standards and informs and counsels employees regarding such standards.
c. Demonstrates the ability to create, initiate, and integrate new concepts and practices to improve patient care and/or provider and employee satisfaction.
d. Demonstrates skill in handling pressures, stress, and crisis situations.
e. Uses a problem-solving process to make sound decisions in a timely manner.
f. Accepts and makes changes based on constructive criticism.
g. Supports and promotes organizational accountability and demonstrates such through daily work activities.
h. Maintains department productivity, quality, and efficiency for all processes within the department.
6. Demonstrates an active and positive role in evaluating staff performance and work
c. Counsels employees and provides documentation of outstanding as well an unsatisfactory work performance in a timely manner (at time of occurrence).
d. Follows progressive disciplinary procedure and takes appropriate action according to guidelines.
e. Responsible for orientation, in-service training, and continuing education for the HIM Department.
f. Determines need and provides for in-service and continuing education of staff.
g. Provides HIPAA education for HIM personnel and maintains documentation of training and materials used.
h. Ensures employees attend mandatory in-services.
i. Conducts regular staff meetings on topics such as:
1. information from other committee meetings
2. new technology, therapy, or service
3. information from department manager meetings
4. HIM updates
5. HIPAA & Compliance issues
6. other regulatory updates
j. Interviews candidates and selects the optimum candidate for HIM Departmental position(s).
k. Develops interdepartmental communications.
a. Establishes and maintains effective communication skills.
b. Fosters positive relationships between staff members.
c. Works cooperatively with all members of the work team.
d. Establishes and maintains an effective relationship with ancillary departments.
e. Provides assistance willingly.
a. Oversight of clinical and financial data integrity for these processes.
b. Involved in the facilitation of electronic exchange for access and use of health information for interoperability of health information, while protecting the privacy and security of PHI.
c. Involved with ensuring patient information is easily accessible, accurate and complete – when and where needed.
d. Involved in the management of HIM unbilled processes and the revenue cycle process, as this begins and ends with medical records, ensuring optimal HIM performance in a timely manner to ensure clean
claims and prompt payments.
e. Works with HIM staff to implement and facilitate changes for these processes.
9. Professional Development
a. Demonstrates commitment toward professional growth through development of skills and knowledge.
b. Attends mandatory programs as defined in organizational policy.
c. Attends continuing educational seminars or courses in job and other related areas.
d. Reviews professional journals and other sources of information and shares information with staff.
e. Maintains membership in a professional organization.
f. Collaborates development and/or presentation of necessary continuing education programs.
g. Attends all required or assigned meetings.
h. Demonstrates receptiveness to change/new ideas.
10. Knowledgeable of general safety and risk management procedures and responds appropriately to emergency situations.
a. Educates HIM staff on procedures for emergency situations.
b. Responds to emergency situations following established procedures. knowledge of procedures.
c. Utilizes established procedures for reporting hazards and adverse occurrences.
a. Prepares departmental reports as indicated.
b. Monitor unbilled claims / APC verification reports / DNFB.
c. Monitors case mix and prepares necessary reports.
d. Prepares payroll information on a weekly basis.
e. Prepares reports / statistical information for committee meetings.
f. Prepares medical record deficiency reports and notifies providers.
g. Coordinates required cancer registry audits / reports.
h. Maintains statistical reports in compliance with organizational retentions schedules.
a. Works towards fluidity in connecting clinical, operation and administrative functions.
b. Responsible for any other duties and responsibilities as deemed necessary by the CFO or administrator.
c. Participates in Department Manager's Meetings and other collaborative efforts deemed necessary by the CFO or administrator.
d. Maintains departmental compliance within Joint Commission standards, State Licensure, and other regulatory agencies.
e. Adheres to legal compliance policies and procedures adopted by the organization.
f. Participates in organizational performance improvement activities, as appropriate.
a. Serves as HIPAA Privacy Officer.
b. Maintains privacy, security, and confidentiality of medical records.
c. Oversees storage, retrieval, filing/scanning, and retention of medical records.
d. Audits records for accuracy, timeliness and completeness and reviews pertinent results with medical staff or other departments
e. Conducts and/or delegates responsibility for regular chart documentation review, coding audits, departmental quality assessments and improvement activities.
f. Notifies providers of chart deficiencies and notifying Patient Care Council and/or administration of noncompliance.
g. Works collaboratively with medical staff and leadership to comply with standards and guidelines enforced through the medical staff bylaws/rules and regulations.
h. Schedules necessary preventative maintenance on all departmental equipment.
i. Other duties as assigned.