Health Information Managment Services Specialist

Health Information Managment Services Specialist – (250000Q5)

Description

Tewksbury Hospital, part of the Massachusetts Department of Public Health (DPH) is seeking a dynamic Health Information Management Services (HIMS) Specialist to play an essential role in the Health Information Management Services Department. In this role, you will ensure the seamless coordination of medical chart activities, including analysis, filing, retrieval, and tracking. This position involves supervising a team to maintain accurate and efficient record management in compliance with hospital standards and HIPAA regulations. The Specialist oversees processes such as chart completion, release of information, and storage management, ensuring timely access to records for patient care and administrative needs.

As a key contributor to operational excellence, the HIMS Specialist provides training and mentorship to staff, evaluates workflows for improvements, and implements strategies to enhance productivity, accuracy, and customer service. With responsibilities ranging from maintaining compliance data to collaborating with vendors and addressing system discrepancies, this role requires a proactive and detail-oriented professional dedicated to supporting the hospital’s mission of delivering high-quality healthcare services.

Duties and Responsibilities of the Health Information Management Services (HIMS) Specialist (these duties are a general summary and not all inclusive):

• Supervise the filing, retrieval, and re-filing of medical records, ensuring timely and accurate access to complete patient charts.
• Coordinate staffing levels to maintain operational efficiency and meet service standards, providing training, orientation, and performance evaluations for team members.
• Oversee the release of protected health information in compliance with HIPAA regulations, hospital policies, and legal requests, such as court orders and subpoenas.
• Monitor and ensure accurate updates to the Health Information Management System (HIMS) for chart status, while providing employee training on system usage.
• Manage chart completion processes, including discharge analysis, dictation, and signature verification, to support accurate documentation.
• Conduct evaluations of current work practices to identify areas for improvement in productivity, efficiency, and customer service, recommending and implementing necessary changes.
• Coordinate the selection, preparation, and transfer of inactive charts to off-site storage, maintaining accurate inventory and database updates.
• Create and enforce policies and procedures for department operations, collaborating with leadership to support continuous performance improvement initiatives.
• Maintain inventory and supplies for daily operations, liaising with vendors for pricing and ensuring timely purchase orders.
• Ensure compliance with terminal digit order standards for medical charts, providing monthly compliance reports and addressing discrepancies in medical record numbers or system data.

Required Qualifications for the Health Information Management Services (HIMS) Specialist:

• Proven supervisory skills, including planning, assigning, and reviewing work, assessing staff capabilities, providing training, and initiating disciplinary actions when necessary.
• Ability to analyze data, draw conclusions, and make informed recommendations, along with proficiency in report preparation and general report writing.
• Demonstrated ability to handle confidential information with discretion and sound judgment in decision-making.
• Knowledge of work simplification methods, organizational development, and techniques for preparing charts, graphs, and tables.
• Capacity to adapt to changing situations, meet program requirements, and maintain accurate records in accordance with established procedures.
• Strong knowledge of laws, rules, and policies governing medical record activities, with the ability to apply them effectively.
• Effective verbal and written communication skills, including the ability to give clear instructions, write concisely, and develop ideas logically.
• Strong interpersonal skills to establish rapport, maintain harmonious working relationships, and deal tactfully with others.

DPH Mission and Vision:

The mission of the Massachusetts Department of Public Health (DPH) is to promote and protect health and wellness and prevent injury and illness for all people, prioritizing racial equity in health by improving equitable access to quality public health and health care services and partnering with communities most impacted by health inequities and structural racism.

We envision a Commonwealth with an equitable and just public health system that supports optimal well-being for all people in Massachusetts, centering those with systemically and culturally oppressed identities and circumstances.

Learn more and share a one-pager on DPH and what we do: DPH at a Glance PDF

About Tewksbury Hospital:

Tewksbury Hospital offers a broad range of services, including a physician on site at all times, around-the-clock nursing care, rehabilitation services including physical therapy, occupational therapy, and speech therapy, psychology services, social services, nutritional services, and an on-site dialysis clinic.

Learn more about our important work: https://www.mass.gov/locations/tewksbury-hospital

Pre-Hire Process:

A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori

Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines.

Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.

For questions about this requisition, please contact EOHHS Employment and Staffing Customer Service at 1-800-510-4122, option 4.

Questions or issues regarding access/login credentials to MassCareers, please contact the Mass HR ESC at 617-979-8500.

If you require assistance with the application/interview process and would like to request an ADA accommodation, please click on the link and complete the Reasonable Accommodation Online Request Form

Qualifications

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) two years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor’s or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*

II. A Bachelor’s or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

• Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Salary placement is determined by a combination of factors, including the candidate’s years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division’s Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

Title 101 CMR 23.00 (“Regulation”) requires certain agency staff to have received the COVID-19 vaccination and Influenza vaccination, or have taken required mitigation measures, to prevent viral infection and transmission in State Hospitals and State Congregate Care Facilities. The Regulation applies to this position. Successful candidates will be required to acknowledge and attest to your vaccination status for both COVID-19 and Influenza.

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don’t meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.

Official Title: Program Coordinator I

Primary Location

: United States-Massachusetts-Tewksbury-365 East Street

Job

: Administrative Services

Agency

: Department of Public Health

Schedule

: Full-time

Shift

: Day

Job Posting

: Feb 4, 2025, 12:36:21 PM

Number of Openings

: 1

Salary

: 63,031.80 – 90,713.48 Yearly

If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Sandra Semedo: sandra.c.semedo@mass.gov – 6173524250

Bargaining Unit: 06-NAGE – Professional Admin.

Confidential: No

Potentially Eligible for a Hybrid Work Schedule: No

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