Manager – Health Information Management

JOB PURPOSE OR MISSION: Responsible for the day-to-day management, operation and accountability for a Hospital and Physician group Medical Records Department. Makes decisions, within guidelines, that could seriously affect the division, department and/or GHS System’s financial and performance objectives and strategic results. Develops and monitors the budget for area. Direct reports may include supervisors, and/or staff employees including responsibility for performance reviews, hiring, disciplinary actions and terminations. Performs duties for the age population served, as defined in the department’s scope of service.

PERFORMANCE CRITERIA

CRITERIA A: Everyday Excellence Values – Employee demonstrates Everyday Excellence values in the day-to-day performance of their job.

PERFORMANCE STANDARDS:

• Demonstrates courtesy and caring to each other, patients and their families, physicians, and the community.
• Takes initiative in living our Everyday Excellence values and vital signs.
• Takes initiative in identifying customer needs before the customer asks.
• Participates in teamwork willingly and with enthusiasm.
• Demonstrates respect for the dignity and privacy needs of customers through personal action and attention to the environment of care.
• Keeps customers informed, answers customer questions and anticipates information needs of customers.

CRITERIA B: Corporate Compliance – Employee demonstrates commitment to the Code of Conduct, Conflict of Interest Guidelines, and the GHS Corporate Compliance Guidelines.

PERFORMANCE STANDARDS

• Practices diligence in fulfilling the regulatory and legal requirements of the position and department.
• Maintains accurate and reliable patient/organizational records.
• Maintains professional relationships with appropriate officials; communicates honesty and completely; behaves in a fair and nondiscriminatory manner in all professional contacts.

CRITERIA C: Personal Achievement – Employee demonstrates initiative in achieving work goals and meeting personal objectives.

PERFORMANCE STANDARDS

• Sets goals and action plans to achieve objectives.
• Completes assignments following accepted procedures and practices, even when workloads and demands are high.
• Adheres to high moral principles of honesty, loyalty, sincerity, and fairness (integrity).

CRITERIA D: Performance Improvement – Employee actively participates in Performance Improvement activities and incorporates quality improvement standards in his/her job performance.

PERFORMANCE STANDARDS

• Strives to continuously improve all aspects of the business operation through quality improvement initiatives.
• Assures the accuracy of data, work, or information and contributes ideas and suggestions to improve approaches, methodologies, and productivity.
• Willingly participates in organization and/or department quality initiatives.

CRITERIA E: Cost Management – Employee demonstrates effective cost management practices.

PERFORMANCE STANDARDS

• Demonstrates effective time management to promote productivity and cost efficiency.
• Uses material goods wisely, is conscious of the environment and is accountable for prudent use of our talents and financial resources.
• Develops appropriate budget(s) for areas of responsibility.
• Effectively manages budget(s) and continually monitors key cost areas.

CRITERIA F: Leadership – Employee demonstrates effective leadership by developing standards of performance, determining areas of responsibility and accountability and delegating authority.

PERFORMANCE STANDARDS

• Invites input from others and shares ownership and recognition.
• Inspires people by example and influences them to do and be their best.
• Inspires and encourages teamwork.
• Consistently executes applicable company policies, rules and regulations.

CRITERIA G: Operations Management – Employee demonstrates the ability to give clear and concise instructions as to assignment objectives and methods, and reviews results at all critical points.

PERFORMANCE STANDARDS

• Establishes clear work objectives that prioritize and focus employee efforts.
• Staffs work area with appropriate numbers of qualified employees.
• Allocates and delegates work effectively to make efficient use of resources and employee capabilities.

CRITERIA H: Performance Management – Employee demonstrates an awareness of employees’ development needs to improve work effectiveness, and insures that training and related programs are available to meet these needs.

PERFORMANCE STANDARDS

• Provides opportunity for skill development for employees.
• Provides ongoing performance feedback to employees and takes corrective action when necessary.
• Completes and conducts performance appraisals by established review date.

CRITERIA I: Patient & Employee Safety – Employee actively participates in and demonstrates effective patient and employee safety practices.

PERFORMANCE STANDARDS

• Employee effectively communicates, demonstrates, coordinates and emphasizes patient and employee safety.
• Employee proactively reports errors, potential errors, injuries or potential injuries.
• Employee demonstrates departmental specific patient and employee safety standards at all times.
• Employee demonstrates the use of proper safety techniques, equipment and devices and follows safety policies, procedures and plans.

JOB FUNCTIONS

ESSENTIAL JOB FUNCTIONS include, but are not limited to:

1. Ensures that objectives of the department or area of responsibility are administered.

PERFORMANCE STANDARDS:

• Ensures that established priorities for department are carried out on a daily basis.
• Ensures that goals and objectives of the department are consistent with the GHS’s philosophy.
• Ensures that departmental measures for processes and expectations are carried out on a daily basis.
• Uses alternative methods of providing services to reduce department-operating costs.
• Coordinates staffing needs of the department with regards to market/seasonal changes.

2. Maintains an organized department to ensure efficiency, accuracy of work, and information flow.

PERFORMANCE STANDARDS:

• Monitors department operations and recommends changes as needed.
• Ensures the efficient operation of the department.
• Utilizes available staff to maximize the effectiveness of the work performed.
• Reviews the compilation and analysis of department data as necessary.

3. Demonstrates effectiveness in directing the activities of the department.

PERFORMANCE STANDARDS:

• Ensures staff members adhere to policies and procedures necessary to achieve department objectives.
• Establishes and maintains an effective working relationship with management and other departments.
• Maintains an effective performance improvement program.
• Manages supervisory and department staff members.

4. Demonstrates effectiveness in controlling the daily activities of the department.

PERFORMANCE STANDARDS:

• Reviews the daily productivity of the department.
• Provides management and policy interpretation to supervisors.
• Communicates effectively and expresses information clearly.
• Encourages staff participation and communication in decision-making.
• Exhibits responsiveness to others in the organization at all levels.

5. Demonstrates effectiveness in planning, organizing and directing the provision of health information management services in accordance with accrediting and regulatory agencies.

Performance Standards:

• Secures completion of and maintains medical records in accordance with accrediting and regulatory requirements.
• Records are retrievable to respond to requests within established time frames.
• Volume of delinquent medical records does not exceed 50% of average monthly discharges.
• Coding services are provided for optimum and timely reimbursement.
• Provides Medical Staff with timely, quality data in order that they may review their service on an on-going basis and at the time of re-appointment.

6. Establishes policies, procedures, standards and objectives for records completion, indexing, abstracting, coding, research, filing, storage, retrieval and maintenance.

Performance Standards:

• Creates and directs procedures to assure proper completion and flow of records and reports.
• Ensures availability of medical records for various committees.
• Ensures that records are coded and abstracted within defined time lines and with 100% accuracy.
• Continually monitors the department’s operational efficiency and effectiveness.
• Identifies backlogs and bottlenecks inhibiting efficient operation of the department and designs effective solutions.

7. Performs other duties as assigned.

EXPERIENCE REQUIREMENTS

Minimum of five years supervisory experience in Health Information Management Department.

SPECIAL SKILL, LICENSE AND KNOWLEDGE REQUIREMENTS

RHIA Certification.

HIPAA REQUIREMENTS:

Maintains knowledge of and adherence to all applicable HIPAA regulations appropriate to Job Position including but not limited to: Medical records w/out limitation both paper and electronic, patient demographics, patient information related to surgery or appointment schedules, information related to patient location, religious beliefs, lab or radiology results, medical records related to quality/data, patient financial and/or 3rd party billing, patient complaints, research information, investigatory information.

SAFETY REQUIREMENTS:

Maintains knowledge of and adherence to all applicable safety practices appropriate to Job Position including but not limited to: Incident reporting, PPE, exposure control plans, hand washing, environment of care.

• EXPERIENCE REQUIREMENTS
• 3 years supervisory experience in Hospital HIM/ Medical Records Setting.

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