HIM Operations Supervisor

Summary of Position:

This job description provides information essential to understanding the scope of the position and is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position.

The SHMG Supervisor assists the Director by coordinating the day-to-day operations and management of the Ambulatory Medical Record system. This position provides support to the Director in areas of HIPAA compliance and collaborates with the Health Information Services department and SHMG clinical offices.

Primary Job Responsibilities:

These requirements are representative, but not all-inclusive, of the knowledge, skill, and ability required of the position. Primary job responsibilities constitute approximately 90% of the positions work. To be successful, individuals must be able to perform each essential responsibility satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions outlined in this position description.

• Responsible for supervision of SHMG Medical Records staff and operation.
• Performs supervisory duties for direct reports which includes performing timely staff evaluations, conducting regular staff meetings, monitoring productivity and quality of department functions and staff, hires, trains and orients new staff and prepares corrective action for performance improvement as necessary.
• Monitor productivity and quality of various departmental functions and staff
• Ensures annual HIPAA training for staff under the guidance of the organization’s Chief Privacy Officer and confers with Chief Privacy Officer on matters related to HIPAA compliance, legal requests, amendment requests and potential medico-legal concerns. 
• Organize proper retention of records, files, and reports in accordance with hospital and regulatory requirements.  Oversee release of information process to ensure adherence to current federal and state regulations.
• Acts as liaison with physicians, outside medical offices, and support staff to include training and troubleshooting to ensure smooth transitions and requests for our customers are handled utilizing a standardized process.
• Identifies and reports technical and interoperability issues and proactively identifies ways to improve operational efficiencies. 
• Develop and maintain policies and procedures for departmental operations, competencies, development, training, and evaluation. 
• Assist Director with timely response to requests for data to assure compliance with orders or directives issued by governmental/regulatory agencies or third-party payors, e.g. Joint Commission, NYDOH, IPRO, OCR.   Remain informed of all changes and coordinate implementation within the department.

Additional Responsibilities:

• Completes EMR Assistant duties as needed, such as cataloging incoming records, completing record requests, uploading results, and running monthly reports.
• Provides regular updates to Director and on urgent matters as needed
• Maintains strict standards of confidentiality
• Orients and coordinates training of new staff
• Performs other duties as assigned by director

Supervisory Responsibilities:

• Provides supervision to the SHMG EMR Specialists, lead staff and trainers

Minimum Qualifications:

Education, Training & Experience              

• Associate degree and/or 2-5 years of medical records or comparable experience with a minimum of 1 year in a progressive leadership role.  Bachelor’s degree with an RHIT or RHIA is preferred.
• Knowledge of HIPAA Privacy Standards and Requirements required
• Excellent interpersonal and communication skills required; professionalism essential.  Attention to detail necessary.  Customer service orientation, a team approach, flexibility, organizational skills, and problem-solving skills required.

Certifications / Licensure:

• RHIT or RHIA preferred

Pay Range: $27.50-$45.16
Pay Grade: 30
Compensation may vary based upon, but not limited to: overall experience and qualifications, shift, and location.