HIM Operations Coordinator

SUMMARY:
We are currently seeking aHIM Operations Coordinator to join ourHIM Operations team. This full-time role will primarily work hybrid (Days and on call occasionally).

Purpose of this position: Provides the HIM Operations department leaders and staff with the necessary coordination, guidance, qualitative analysis, and administrative support to ensure compliance with regulatory requirements. Works under minimal supervision and at a level that uses considerable independent judgement, discretion, administrative skills, and the ability to prioritize multiple requests/initiatives

RESPONSIBILITIES:

• Assists in planning and monitoring daily operations and ensures adequate coverage of HIM Operations tasks
• Works with Manager and/or Supervisor to develop workflows and contingency plans for each function of the department to assure timely and accurate completion of work
• Continually monitors and evaluates workflows and output, apprising Manager and/or Supervisor of any need for systems adjustment, updates and/or improvement when necessary
• Verifies the quality of the scanning and indexing of documents and other work as needed
• May recommend the implementation of HIM policies and procedures, assists in their development, and evaluates and modifies existing procedures to increase department efficiency
• Provides/performs departmental administrative duties to support HIM Operations leadership and staff, including screening/triaging telephone calls, maintaining calendars, handling incoming mail, maintaining department tidiness and organization, and planning/coordinating special events within the department
• Performs customer service duties and greets internal and external customers by phone, email, and in person in a professional and friendly manner, projecting a positive image
• Actively listens to patient/customer concerns, complaints, issues, and grievances to achieve satisfactory response/resolution at point of contact
• Coordinates and ensures timely and accurate completion of all Medical Record Amendment requests, Accounting of
• Disclosures requests, Release Restriction requests, Potential Identity Theft complaints, and MyChart Proxy access requests
• Investigates patient identity issues
• Performs data integrity analysis and chart corrections in accordance with policy and procedures
• Runs, analyzes, and summarizes HIM performance and quality reports for Manager and/or Supervisor
• Maintains the Release of Information Requestor database
• Investigates provider and staff complaints regarding HIM workflows and processes
• Ensures proper inventory of patient charts in formats outside the electronic health record such as paper, microfiche, etc.
• Provides backup coverage for staffing needs in the HIM department on an as-needed basis. In particular this may require after hours coverage for on call assistance
• Assists HIM Manager and/or Supervisor in completing monthly or quarterly audits in regard to quality indicators for the HIM department
• Assists Manager and or Supervisor with providing external reviewers with limited access into the electronic health records for chart review. This includes assigning patient charts utilizing inbasket messaging in Epic
• Prepares and distributes formal correspondence, meeting agendas and minutes, and departmental publications
• Prepares statistical and/or annual reports as requested by state, federal, or other regulatory agencies
• Provides orientation, oversight, and mentoring to HIM Operations staff and trains and/or cross-trains staff in all department functions and workflows on a day-to-day basis
• Functions as a subject matter expert and departmental resource in HIM, serving as a liaison with other departments as needed
• Assists the HIM Operations Manager and/or Supervisor with administrative duties and attends meetings in their absence
• Assists in the coordination of new staff on-boarding, off-boarding, and other matters affecting their employment
• Steps into other HIM staff responsibilities during an absence as needed, including processing requests for medical records for continuing care requests, record retrieval, document imaging, data integrity, and birth certificates
• Coordinates medical record research and external reviews/audits, obtaining network and system access for reviewers, auditors, and others as needed
• Assists in managing the HIM Operations department’s use of space, equipment, and supplies (including cubicles, conference rooms, office supplies and inventory, and office equipment)
• Serves on various committees as assigned in support of HIM Operations
• Ensures compliance with federal, state, and local regulations
• Performs other duties as assigned

QUALIFICATIONS:
Minimum Qualifications:

• Associate's degree in Business, Management, or Health Information Management/Technology
• 3-5 years of progressive office experience in coordinating departmental projects, providing oversight and direction to office staff, and development of department policies and procedures

-OR-

• An approved equivalent combination of education and experience

Preferred Qualifications:

• Previous work experience in a medical setting, preferably using Epic software
• Familiar with various aspects of Health Information Management
• Registered Health Information Administration Technician (RHIT) or Registered Health Information Administration (RHIA)

Knowledge/ Skills/ Abilities:

• Ability to work independently and effectively self-motivate with minimum guidance or supervision
• Ability to multi-task and work well in high-stress situations
• Ability to communicate in a professional, clear, succinct, and tactful manner both verbally and in writing
• Must possess strong interpersonal skills and be able to understand directions and respond to inquiries
• Excellent clerical skills including good organizational, priority setting, and time management skills
• Knowledge of personal computer systems and various software, including effective use of all Windows-based applications such as Word, Excel, OneNote, and Power Point
• Demonstrated typing competency 40 WPM
• Knowledge of electronic health records and ancillary systems
• Knowledge of recommended or best practice as it relates to record keeping and health information management