Sup HIM Operations

Facility: North Fulton Hospital

Job Summary:

This position provides onsite leadership, oversight, and management for the daily operations of the HIM department at the facility. They will provide orientation, education and retraining as needed. Daily operations include Birth Registry, Document Management (Prep, Scan, Index) and Release of Information. Also acts as a liaison to the Wellstar Medical Group (WMG) physician practices by offering support and training as it relates to HIM Operational functions. Assures that productivity and quality standards are met and provides feedback to team members. Identifies opportunities to improve processes and utilization of the Electronic Health Record (EHR) to achieve best practice in accurate and timely medical record documentation. Responsible for timely completion of performance evaluations. Handles team member performance issues, documents expectations, and utilizes the performance management process when needed to enforce compliance with policies and procedures. Responsibility includes working closely with the HIM Directors, Managers and Supervisors to assist with the assignment of the daily work and provide oversight to help ensure the operational tasks are completed. Functions as a liaison with our customers to include providers, patients, WMG physician practices, and other hospital departments. Serves as a resource on state, federal and regulatory agency rules as it relates to HIM services. Conducts Health Insurance Portability and Accountability Act (HIPAA) privacy rounds on all patient care areas and Patient Access (Registration) to evaluate compliance with hospital policy regarding patient's privacy and the security of protected health information (PHI).

Core Responsibilities and Essential Functions:

Supervises team members and the work related to the onsite HIM operations * In conjunction with the Document Management area, assists with the on-site schedule to ensure all functions are covered. Fills in when there is a vacancy, PTO, or illness. * Assists with monitoring the daily workload of the onsite HIM Specialists. Works with the Directors, Manager and Supervisors in HIM to ensure onsite HIM operational assignment of duties (chart pick up, prep and scan) is appropriate. * Directly oversees the Birth Registry/Vital Records staff to ensure appropriate coverage as well as the quality of work. Fills in when there is a vacancy, PTO, or illness. * Ensures team members are following the policy on proper time keeping. Verifies and makes corrections to recorded time and attendance as needed using the timekeeping system. Tracks and reports variances to the Regional Manager of HIM Operations. Assists Manager with follow up on attendance issues. * Completes performance evaluations and keeps proper documentation on team member issues as well as kudos. Follows system policies and procedures and in collaboration with Regional Manager and Human Resources, implements the performance management process for performance issues. * Supports compliance with the system medical record policies and the integrity of the legal medical record by assuring accurate and timely availability of medical records. * Assists with identifying any issues related to scanning including system problems or user training needs and alerts Document Management Manager. * Responsible for new staff orientation, education and retraining as needed. Provides HIM operations training assistance to the WMG physician practices closest to their facility. * Creates a trusted work environment for team members through team building, coaching, constructive feedback, work delegation, leading by personal example and goal setting. Encourages creativity, open dialogue regarding work issues, professional growth, and a consistent, high level of performance. Enables independent team member decision-making within the scope of their responsibilities. * Participates in collaborative work groups within HIM Services as well as the facility, identifies opportunities for process improvement, and recommends best practice. * Assists with recruiting, selecting, training, evaluating, managing and leading team members. Vital Records - Patient Experience * Assists with development and implementation of departmental procedures and service levels related to productivity and quality of the birth registry as well as fetal deaths, infant deaths, and adult deaths. * Identifies and creates reporting tools for key performance metrics. Identifies trends and opportunities for performance and process improvement. * Reports the findings to the Regional Manager of HIM Operations monthly to ensure compliance with the HIM service level agreements (SLA) and quality of services. * Ensures a positive customer service experience for birth parents as well as funeral homes requesting help with the timely filing of death certificates. Medical Record Forms Management * Works closely with all facility departments to ensure the most current medical record forms are being used and are of good quality (not a copy of a copy). * Keeps abreast of all new/revised form notifications and makes sure the forms are implemented at their facility. * Audits scanned records in the OnBase document imaging system to validate the correct forms are being used and are of good quality. Follows up and educates those departments using poor quality or older versions of forms. Accreditation, Regulatory and Privacy * Conducts HIPAA privacy rounding in patient care areas according to policy and enters results into the Joint Commission AMP application. * Responsible for processing Patient Amendment Requests in conjunction with clinical staff, the Data Integrity department, Compliance, and the HIM Operations Manager. * Responsible for ensuring compliance with HIM related Joint Commission and CMS standards by working with other hospital departments, providers, and system-level leaders. * Maintains knowledge and keeps current with state and federal regulations (i.e. HIPAA, Dept of Health, TJC, CMS, etc.) Performs other duties as assigned Complies with all Wellstar Health System policies, standards of work, and code of conduct.

Required Minimum Education:

• Associates Health Information Management-Preferred or High School Diploma General

Required Minimum License(s) and Certification(s):

All certifications are required upon hire unless otherwise stated.

• Reg Health Information Tech-Preferred

Additional License(s) and Certification(s):

A high school diploma and 5 years experience in this Wellstar job (HIM Supervisor) prior to 2/28/2023 is accepted in lieu of an Associates Degree

Required Minimum Experience:

Minimum 2 years related work experience in a hospital or healthcare system Required or Minimum 5 years additional work relevant experience will be considered in lieu of assoc degree Required

Required Minimum Skills:

Ability to work independently and without direct supervision. Excellent verbal/written communication. Problem solving skills and ability to prioritize and organize work activities appropriately in a fast-paced environment. Analytical skills with ability to use data to identify trends, execute process improvement, and report key performance indicators. Knowledge of Joint Commission standards, state and federal laws and regulations relative to the confidentiality and security of patient information, and medical record documentation requirements. Knowledge of electronic health records and related workflow. Basic computer skills to include Windows, Word, Excel, and e-mail.