HIM Manager (FT - Days)

The HIM Manager is responsible for overseeing the day-to-day operations of the Health Information Management department. This includes managing patient health records, ensuring compliance with federal, state, and local regulations, and implementing best practices for data management in a rural healthcare setting. The HIM Manager will supervise a team, coordinate data collection, and manage the confidentiality, security, and accuracy of patient health information. The HIM Manager will collaborate with physicians to improve the quality of patient documentation and to ensure accurate coding for clinical care and reimbursement. This role is critical to ensuring efficient workflow and supporting quality patient care in a small, community-focused hospital.

Responsibilities:

• Reports to and works closely with the Director of Revenue Cycle
• Oversee the proper management of all patient health records, ensuring they are accurate, complete, and compliant with regulatory standards (HIPAA, HITECH, and state laws).
• Ensure that medical records are readily accessible for authorized users, including physicians, nursing staff, and other clinical teams.
• Supervise the scanning, filing, and maintenance of paper (when necessary) and electronic medical records (EMR) to ensure data integrity.
• Oversee the release of information (ROI) process, ensuring timely and secure responses to requests for patient health records.
• Serve as the Medical Record Forms Committee Chair and lead the charge with overseeing the development of new documents, condensing existing catalog of forms, editing and making recommendations for all forms incorporated into the electronic medical record. 
• Lead, mentor, and supervise HIM staff, including medical record clerks, coders, and data entry personnel (if applicable), fostering a positive and collaborative work environment.
• Provide ongoing training to HIM staff to ensure they are well-versed in current coding practices, legal requirements, and hospital policies.
• Perform performance evaluations, provide feedback, and handle staff scheduling, ensuring that workflow is maintained even with staffing constraints common in critical access settings.
• Serve as point of contact for HIM department staff regarding operational issues, questions, and concerns.
• Ensure that the hospital’s HIM practices comply with HIPAA, HITECH, and other federal and state regulations, as well as accreditation standards (e.g., The Joint Commission).
• Conduct regular internal audits of patient records to assess the accuracy, completeness, and compliance of medical documentation.
• Act as the primary liaison for external regulatory bodies during surveys and audits, ensuring that the hospital is prepared and meets compliance standards.
• Maintain current knowledge of evolving HIM regulations and implement necessary changes to keep the hospital compliant.
• Manage and supervise medical coding functions, ensuring timely and accurate coding of diagnoses, procedures, and treatments in the hospital’s EMR system.
• Collaborate with the billing department to ensure that all codes are accurate and compliant with Medicare, Medicaid, and insurance guidelines, contributing to reimbursement maximization.
• Perform periodic audits to ensure coding accuracy and address discrepancies or concerns.
• Coordinate with the Director of Clinical Informatics to manage the implementation, maintenance, and optimization of the EHR system, ensuring that it aligns with the needs of the hospital and meets regulatory requirements.
• Work with the IT department to ensure timely updates to EHR software, troubleshoot system issues, and ensure that HIM staff is trained in using the system effectively.
• Oversee the digitalization of records, ensuring that all scanned documents are appropriately indexed and retrievable from the EHR.
• Monitor and improve data quality, integrity, and security across all patient health records.
• Provide regular reports to hospital leadership regarding HIM department performance, coding accuracy, and compliance.
• Work closely with hospital administration and clinical staff to implement quality improvement initiatives aimed at optimizing data management processes and improving patient care.
• Track and report on the hospital’s key performance indicators (KPIs) related to HIM, identifying areas for improvement and suggesting solutions.
• Ensure patient confidentiality and security in accordance with HIPAA and hospital policies.
• Handle sensitive patient data with integrity, ensuring that it is only shared with authorized personnel in accordance with relevant laws and regulations.
• Respond to patient inquiries regarding their medical records, ensuring clear communication regarding the release of information and their privacy rights.
• Performs other duties and responsibilities as assigned.

Position Requirements:

• Bachelor’s degree in Health Information Management, or a related field, required.
• A minimum of 3 years of experience in health information management, including at least 2 years in a leadership or supervisory role.
• Registered Health Information Administrator (RHIA) or Registered Health Information Technician (RHIT) required.
• Knowledge of medical coding (ICD-10, CPT, HCPCS), billing practices, and EHR systems (Cerner/Oracle experience a plus).
• Experience with critical access hospital operations is preferred but not required.
• In-depth knowledge of health information regulations, including HIPAA, HITECH, and other healthcare compliance standards.
• Strong leadership and organizational skills, with the ability to manage multiple priorities in a rural healthcare setting.
• Proficiency in electronic health records (EHR) software, Microsoft Office Suite, and healthcare-specific applications.
• Excellent communication skills to interact with patients, physicians, staff, and regulatory agencies.
• Ability to work independently and as part of a team with limited resources.
• Strong problem-solving skills with the ability to navigate challenges in a rural healthcare setting.
• High level of attention to detail and commitment to maintaining patient confidentiality and data integrity.
• Compassionate and patient-focused attitude, understanding the unique challenges of working in a critical access environment.
• Flexibility and adaptability to meet the needs of the hospital in a small, often resource-constrained, environment.