H.I.M. Coordinator

Position Title:              Health Information Management Coordinator
Department:                 Health Information Management

Reports To:                 HIM Director

FLSA Status:               Non-Exempt

Summary: 

The Health Information Management Department is a service-oriented department whose goal is to accurately, confidentially and legally maintains the medical record on patients seen at Sonoma Specialty Hospital. This includes proper handling of the medical record to ensure all departmental, regulatory and legal requirements are met regarding the medical record. In addition, the transcription of reports, coding of records, copying of the medical record according to policy, birth certificate processing, timely completion and availability of the medical record for continuity of care as well as customer services.

  Duties and Responsibilities (includes, but is not limited to the following):

• Oversees chart retrieval process to assure all discharges are received and in the department within 24 hours.
• Oversees the assembly of all components of medical records in approved order, including loose forms.
• Oversees the analysis of medical records for documentation deficiencies.
• Super User and responsible for training new hires and additional staff training.
• Reviews all medical records for accuracy and completion of clinical, diagnostic and treatment information.

• Assures physician documentation meets regulatory compliance.
• Assures that confidentiality of clinical records are protected with written consent of the participant, or designated agent acting on behalf of the participant, prior to release of information.
• Performs various clerical duties, such as answering the phone, pulling, thinning and filing records and providing routine statistics to physicians and facility personnel upon request.
• Performs concurrent and retrospective audits of medical records for compliances with State and Federal regulations utilize established monitors.
• Assist in the Continuous Quality Improvement functions by performing and reporting monitor findings to the HIM Director.
• Performs general clerical functions including filing, retrieval of records for physicians and others, copying records, and answering the telephone.
• Performs other duties as assigned by Director/Manager.

Skills and Abilities

• Speed, consistency and accuracy in tasks
• Interpersonal skills sufficient to work closely with others on a team
• Ability to demonstrate flexibility in work environment, performing a variety of frequently changing tasks.
• Sustain concentration and prolonged commitment to job task.
• Ability to express and communicate through good verbal and written skills
• Ability to understand, carry out and remembering instructions.

Experience and Qualifications

• At least Three (3) experience working in a hospital acute care medical records setting.
• Knowledge of HIPAA regulations.
• Must know terminal digit filing system and file records on shelves as needed.
• Electronic Health Records system
• High Speed Scanner
• Basic computer skills preferably with Word and Excel.

Education, Licensure and/or Certifications

• High School graduate or equivalent.

Physical Demands:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Movement within hospital complex environment
• Ability to write by hand, use keyboard and mouse extensively to perform general office functions
• Ability to communicate by speech and hearing continuously
• Must have visual acuity near and far (20 inches to 20 feet), depth perception, field of vision, ability to focus on an object, ability to identify and distinguish colors
• Ability to sit and stand for extended periods of time
• Ability to occasionally stoop, kneel, crouch, and walk
• Ability to grasp, hold and pick up and reach with hands and arms
• Ability to occasionally lift and carry up to 25 pounds (periodic lifting of supplies or equipment)
• Ability to tolerate repetitive motions/movement for a significant time period.

Work Environment:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is regularly exposed to hospital areas and general office environment.  The work environment is a clean, well-lit, well-ventilated, and temperature controlled environment.  The noise level in the work environment is usually moderate.  The hours of duty are lengthy and irregular.

Acknowledgment:  This job description in no way states or implies that these are the only duties to be performed by the employee incumbent in this position.  The Employee may be required to follow any other job-related instructions and to perform any other job-related duties requested.  This document does not create an employment contract, implied or otherwise, other than an "at-will" relationship. 

Salary : $22 - $28