Villas at Park -
Health Information Manager
POSITION SUMMARY
The Health Information Manager (HIM) is responsible for maintaining the integrity of the health information system and medical records for every resident, ensuring they are accurate, systematically organized, complete and readily accessible. The HIM is responsible for the oversight of confidentiality, compliance, privacy and security of the health information system and its contents. Instances where there is only one HI staff, the HIM will complete all necessary HI duties.
ESSENTIAL RESPONSIBILITIES AND DUTIES
HEALTH INFORMATION MANAGEMENT
- Maintains security of health information system and medical records through ensuring : physical protection to prevent loss, destruction and unauthorized use; facility safeguards are in place such as record sign-out systems, assignment of computer passwords / logins; systems are in place for securing file cabinets and file rooms where overflow and discharge records are stored; systems are in place to maintain confidentiality / privacy of both manual and electronic health information
- Manage the release of health information including review and processing of all information requests
- Maintains systems for filing, retention and destruction of overflow / thinned records and discharge records that are compliant with state, federal and HIPAA guidelines
- Follows MHM system for retention and destruction of medical records stored in electronic format
- Maintains daily census, tracking admissions, discharges, case mix changes, LOA, Medicare, hospitalizations, room changes and changes in pay status
- Communicates census changes, case mix to appropriate MHM staff using designated methods and forms
- Ensures auditing trails are in place and are monitored closely
- Ensures disease database utilizes the current version of ICD
- Ensures systems are in place to continually maintain resident information in the information system
RECORDS MANAGEMENT
Admission
Ensures admission process is comprehensive and resident-centeredCompletes and files : appropriate information in the census register; master patient index information; admission checklists and admission audits; coding and indexing of admission diagnosesInitiates the inpatient medical record and in-house overflow file, prepares labels, etc. During Resident’s StayConduct audits and quality monitoring at regular scheduled intervalsCode diagnoses at regular scheduled intervalsThin in-house records in accordance with the written policy / procedure and file in chart order for discharge in in-house overflow fileContact physicians or departments as needed for needed signaturesMaintain a trending and evaluation system that identifies that telephone orders and other information is completed and signed by physician timelyFile all incoming clinical information in the in-house records daily; scanning for electronic recordsMonitor timeliness of physician visits to ensure compliance with federal and state regulations; report physicians who are out of compliance to Administrator and DONDischarge
Update discharge information on the master patient indexRecord appropriate discharge information in the census registerInitiate the discharge record control log to monitor discharge records processing statusObtain discharge clinical record from the nursing station within 24 hours of discharge or death of residentAssemble record from the nursing station and the overflow file in established discharge orderAnalyze the record for deficiencies using the discharge record audit / checklistFollow up and monitor discharge record deficiencies including monitoring mail information to physician for completion as applicableMaintain discharge record control logFile discharge record in incomplete clinical record file until completed, then in complete fileCode and index final diagnoses using the current version of the ICDSUPERVISION AND MANAGEMENT
Depending on number of residents, resident acuity and complexity, may supervise 1 – 2 Health Information AssistantsDiscusses issues and solutions affecting Health Information department with department directorsWorks with Administrator to ensure adherence to HIPAA privacy policies and the protection of residents rights concerning their identifiable health care informationSupports and engages in QAPI initiatives; completes quarterly resident roster.Ability and willingness to work some evenings and weekends as directed by supervisor.QUALIFICATIONS
Education and Experience
High School graduate or equivalentKnowledge of medical terminologyLong-term care or healthcare experiencePreferred
Registered Health Information Technician or knowledge of professional standards of practice for Health Information field in long-term carePrevious experience as a HI Assistant or HUC; training in medical records; experience with codingKnowledge of regulations, survey process, documentation requirements and legal issuesUnderstanding of payment systems including Medicare and MedicaidRequired Skills and Abilities
Empathy for elderly with ability to be sensitive to resident and family needsResilience; ability to provide / receive constructive feedback, course correct and not take it personallyMotivator; ability to ensure staff feel supported while ensuring accountability to work expectationsPersonability; ability to get along with all personality types and inspire trust with residents, staff, family and the communityHigh emotional intelligence (EQ)Ability to actively listen, with the goal of understandingAbility to clearly speak and proficiently read and write in EnglishAbout Monarch :
Monarch’s mission is to change the way short term rehabilitation and long-term care is delivered. We strive to make patient care and customer service come together, putting the needs of our residents and their families first. We fulfill the communities need for health and housing, in a comfortable well equipped, pleasant home like atmosphere.
We could not provide this caliber of services without our dedicated employees. We value their contributions and work hard to attract and retain the best talent by offering a positive and supportive work environment along with competitive pay, nice perks, and great benefits.
We are an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
