Health Information Management Services (HIMS) Manager

Description

Under direction to assist in the administration and management of the Santa Clara Valley Medical Center Medical Records Department; to coordinate the activities of the various technical/clerical units of the department, its satellite clinics, or patient service sites throughout Santa Clara Valley Health and Hospital System; and to supervise specific technical Medical Record Department work units.

Please note: All applicants are required to attach proof of valid licenses and/or certificates.

The Medical Records Department is currently seeking a qualified applicant to fill a Health Information Management Services (HIMS) Manager position. The current vacancy is a full-time opportunity, overseeing our medical records departments and coordinating various technical and clerical units at both our O’Connor Hospital and St. Louise Regional Hospital locations.

Learn more about Santa Clara Health System at:

scvmc.org, och.sccgov.org, slrh.sccgov.org 

Twitter I @scvmctalent 

Facebook I facebook.com/SCVMC 

LinkedIn jobs-near-me.org linkedin.com/scvmc

Typical Tasks

The following is a descriptive list of the range of duties performed by employees in this classification and is not intended to reflect all duties performed by every incumbent in this classification:

• Maintains and oversees security and safety of all patient information, including but not limited to data archiving and warehousing (EMR and Legacy systems), transcription, release of information, data quality, data integrity, and data conversion; 
• Supervises specified technical/clerical sections of the Medical Records Department;
• Consults with Director on goals, strategy, and vision, and advises on problems concerning department operations;
• Assists in developing overall department plans and goals, and sets performance levels;
• Develops and defines project plans, including establishing workflow and format for medical record-keeping in the Electronic Medical Record (EMR) system;
• Ensures and maintains the data integrity and quality of the EMR and Enterprise Master Patient Index (EMPI);
• Assists in preparing budget and maintaining cost control through tracking department expenditures;
• Effects changes in departmental policy and/or procedures to meet department objectives;
• Provides management reports of unit activity related to volume and quality;
• Hires, mentors, trains, counsels, and provides feedback to staff on performance, including coaching and progressive discipline;
• Responsible for the management of staff coaching, performance improvement, and discipline.
• Prepares HIMS Department for accreditation review, and works in collaboration with hospital departments to ensure that all accreditation is maintained and achieved;
• Ensures adequate and appropriate training is provided to staff, including for all applicable IT systems;
• Serves as subject matter expert to improve EMR system and operational workflows;
• Develops process improvement teams including audits related to The Joint Commission (TJC) and Centers for Medicare and Medicaid Services (CMS) requirements, and implements and monitors their recommendations/corrective action plans;
• Serves as department representative on various management committees;
• Coordinates the input of data to information systems providers and the output of the systems to departmental users;
• Monitors systems input and output for data quality and serves as liaison between department users and the information technology center and/or other information systems providers in correcting errors and resolving problems;
• Confers with appropriate departmental personnel to ascertain specific management information needs;
• Prepares and maintains policies and procedures manuals; works with other departments to provide in-service regarding medical record-keeping requirements;
• Monitors supply inventory;
• May be assigned as a Disaster Service Worker, as required;
• Performs other related duties as required.

Employment Standards

Sufficient education, training, and experience to demonstrate the possession and direct application of the following knowledge and abilities:

Training and Experience Note: The required knowledge and abilities are attained through five (5) years of experience in Health Information Management Systems or Medical Records Management in a hospital or health related setting, which includes three (3) year of supervisory experience in health information management or medical clerical and transcription functions in a comprehensive hospital-based health information management program.

Special Requirements

• Possession of either of the following certificates issued by the American Health Information Management Association (AHIMA): Registered Health Information Administrator (RHIA) or Registered Health Information Technologist (RHIT);
• Ability to travel to alternate locations in the course of work. If driving, possession of a valid California driver’s license prior to appointment and the ability to qualify for and maintain a County driver authorization.

Knowledge of:

• Principles and methods of manual and computerized health information systems and management of those systems;
• Patient classification systems, including International Classification of Diseases – 10th Revision and Clinical Modifications and their uses;
• Statistical methods and systems analysis applicable to medical records work;
• Electronic Medical records systems, downstream applications;
• Federal, State and Local regulations for health information management systems, including maintaining privacy and security of patient records;
• Principles and methods of supervision and training;
• Quality measurement systems and reporting abilities.

Ability to:

• Manage multiple projects and prioritize them;
• Apply principles and methods of manual/computerized health information systems;
• Provide information systems user input in the design of systems for manual or automated application;
• Exercise judgment and initiative to identify problems and determine a course of action;
• Establish cooperative working relationships with the public, patients, and hospital staff;
• Communicate effectively, orally and in writing;
• Communicate departmental information systems needs to information systems providers;
• Work with others to meet changing regulatory, legal, and compliance requirements;
• Manage multiple service sites and staff at various locations;
• Incorporate the organizational values into the day-to-day work environment;
• Think and plan strategically to support organizational business development and decision support;
• Run reports and problem solve issues regarding EMR applications;
• Demonstrate good organizational skills;
• Interpret and adhere to California Consent Manual guidelines, Title XXII, Title XV, 42 Code of Federal Regulations (CFR), Joint Commission on Accreditation of Healthcare Organizations (JCAHO), Center for Medicare and Medicaid Services (CMS), California Health and Welfare Code, Health Information Portability and Accountability Act (HIPAA).

The County offers comprehensive first-class medical, dental, and vision benefits plans for County employees and their dependents, including plans with no deductibles, no co-pays, no co-insurance, and no prescription drug co-pays. Learn more here.

The County also offers generous paid time off with significant vacation, sick time, and 13 paid County holidays annually! Details are included in the Memorandum of Understanding/Agreement with the bargaining unit applicable to the job classification.

In addition to the amazing perks above, the County also offers the additional benefits below.

Retirement Benefits

The County offers robust retirement plans including a 457(b) Deferred Compensation Plan (similar to the private sector’s 401(k) plan) and the CalPERS pension plan. In addition to lifetime retirement income available through the CalPERS pension plan, the 457(b) Deferred Compensation plan provides a great way to save for retirement and supplement the defined benefit pension available to employees. These plans help our employees build a plan for their future and contribute to their family’s long-term financial well-being.

Health Flexible Spending Account

The Health Flexible Spending Account (HFSA) empowers employees to manage healthcare expenses efficiently with tax-free contributions (up to $3,200 for the 2024 calendar year). Secure tax-free solutions for your healthcare expenses and enjoy the flexibility to manage your healthcare finances effectively with the HFSA.

Dependent Care Assistance Program (DCAP)

The Dependent Care Assistance Program (DCAP) enables employees to utilize tax-free funds for dependent care services, facilitating a convenient and cost-effective approach for managing your dependent care expenses. The County also offers the Employee Childcare Assistance Plan, an employer-funded DCAP, for employees with annual income under $120,000.

Life and AD&D

The County offers life and disability benefits including Life Insurance, Accidental Death and Dismemberment (AD&D) Insurance, Long-Term Disability insurance, California State Disability Insurance, and Integration with Leave. These benefits ensure financial security and income support when you and your family need it most.

Employee Assistance Program (EAP)

The County prioritizes employee mental health and well-being and offers a top-tier Employee Assistance Program (EAP) through Concern providing confidential counseling sessions covering stress, anxiety, relationships, grief, as well as financial/legal services, personal coaching, child and elder care referrals, and comprehensive crisis support.

Employee Wellness

The Employee Wellness Program offers free wellness programing, fitness classes and resources; including Elevate My Wellness an all-in-one platform designed to elevate your well-being journey.

Education Reimbursement

A generous Learning and Employee Development program is available, including Education Reimbursement for employees seeking additional training and professional development.

NOTE: Benefit and Retirement information may vary from bargaining unit to bargaining unit. Due to changes in State Law, current pension provisions described in the union contracts are not automatically applied. Specific pension benefits for new hires who start on or after January 1, 2013 may be different than indicated in the union contracts.

Click here to access all Memoranda of Understanding and most recent Summary of Changes.

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