Health Information Management Manager

JOB SUMMARY:

Management and 24-hour responsibility for the planning, organizing, staffing, coordinating, and controlling of all functions of the Health Information Management Department. Serves as Livingston HealthCare’s designated Privacy Officer and is responsible for establishing, implementing, and overseeing an effective privacy program to ensure the appropriate access, use, disclosure, confidentiality, and security of protected health information and personally identifiable information. This position ensures organizational compliance with HIPAA Privacy requirements, supports HIPAA Security compliance in collaboration with the Security Officer, and promotes privacy practices consistent with state and federal regulations, Livingston HealthCare policies, and the organization’s mission, vision, values, and Code of Conduct.

Schedule:

• 1.0FTE (40 hours)
• Mon-Fri
• 8a-5p

ESSENTIAL FUNCTIONS, DUTIES, AND RESPONSIBILITIES:

1. Prepares and administers the department’s annual operating and capital budget within financial expectations; accounts for variance.
2. Manages the daily operations of the Health Information Management Department, including medical record management, release of information, chart analysis, coding oversight, chart completion processes, patient portal privacy, and health information workflows.
3. Serves as Livingston HealthCare’s Privacy Officer and manages the organization’s privacy program.
4. Prepares and administers the department’s annual operating and capital budget within financial expectations; accounts for variance.
5. Recruits, develops, retains, and leads appropriate personnel to meet department needs and support the goals and objectives of Livingston HealthCare.
6. Develops and maintains HIM and privacy-related policies and procedures to ensure the security, confidentiality, retention, integrity, access, and appropriate release of medical records in compliance with HIPAA, state and federal law, and organizational standards.
7. Acts as Custodian of Medical Records in compliance with current state and federal rules and regulations.
8. Ensures individual and organizational compliance with HIPAA Privacy requirements and applicable state and federal privacy laws related to protected health information, personally identifiable information, patient rights, confidentiality, and appropriate use and disclosure of information.
9. Collaborates with the Security Officer to support HIPAA Security compliance related to electronic protected health information, user access, privacy-related security concerns, and information system safeguards.
10. Develops and supports ongoing education and communication related to HIM, medical coding, release of information, chart completion, HIPAA privacy, confidentiality, patient rights, regulatory requirements, reporting processes, and privacy expectations.
11. Manages and monitors release of information processes to ensure disclosures are accurate, timely, properly authorized, documented, and compliant with HIPAA, state and federal law, and Livingston HealthCare policies.
12. Oversees My Health Portal function and related privacy matters, including patient access, proxy access, identity verification, confidentiality, and resolution of portal privacy concerns.
13. Develops and maintains efficient HIM workflows, production standards, quality control processes, and methods for numbering, filing, indexing, retention, storage, retrieval, and coding of medical records.
14. Maintains proficiency in proper medical coding and adheres to established coding guidelines, conventions, compliance policies, privacy requirements, and coding updates.
15. Oversees completion and submission of Tumor Registry and Vital Records data and ensures timely filing.
16. Prepares and provides ad hoc reports to support consistent, accurate, and timely data for internal or secondary reporting purposes.
17. Participates actively in quality improvement, compliance, privacy, and regulatory readiness activities within the HIM Department and hospital wide.
18. Works collaboratively with department heads, Administration, Compliance, Human Resources, the Security Officer, Information Technology, Patient Financial Services, Registration, Pharmacy, providers, and other departments to support medical record processes, privacy compliance, investigation, and resolution of concerns.
19. Manages privacy monitoring and auditing activities related to medical record access, release of information, patient portal access, confidentiality, documentation practices, and other HIM-related privacy risks.
20. Responds to alleged privacy, patient rights, inappropriate access, unauthorized disclosure, and confidentiality incidents through appropriate investigation, documentation, evaluation, and resolution processes.
21. Supports consistent sanctions or corrective actions related to confirmed privacy violations in collaboration with Human Resources, Compliance, leadership, and other appropriate departments.
22. Ensures accurate and timely reporting of privacy violations to government and state agencies when required, including HIPAA breach reporting, and ensures proper notification to individuals regarding confirmed privacy breaches when required.
23. Contributes to organization-wide risk assessment activities related to privacy, HIM, release of information, medical record access, and confidentiality risks, and provides recommendations to mitigate organizational risk.
24. Consults with legal counsel, Compliance, the Security Officer, and leadership as needed in the coordination and resolution of unique privacy risks, breach determinations, regulatory questions, or legal proceedings.
25. Maintains strict adherence to confidentiality of protected health information, privacy investigations, personnel matters, and other sensitive organizational information.

ADDITIONAL RESPONSIBILITIES:

1. Assists in evaluating current standards for completion of medical records and input of data into the record. Advises on possible actions to be taken in cases of incomplete records.
2. Works closely with Patient Financial Services, Registration, Administration, and Compliance.
3. Active participant in UR, CQI, compliance, medical staff, and other committees as desired.
4. Reviews and makes suggestions on hospital health record forms and format improvements.
5. Performs other duties as required.

OTHER FUNCTIONS, DUTIES AND RESPONSIBILITIES OF ALL EMPLOYEES:

1. Supports and models individual behavior consistent with the Standards of Excellence and the mission, vision and values of Livingston HealthCare.
2. Demonstrates commitment to customer service by:
   • Building effective working relationships and treating others with respect
   • Interacting with customers (Patients, co-workers and visitors) in a warm and friendly way.
   • Taking immediate action to meet customers’ needs or requests.
   • Attentive to each customer concern.
3. Demonstrates and encourages an ethic of open and effective communication and teamwork throughout the organization
4. Adheres to Livingston HealthCare’s Code of Conduct and Livingston HealthCare and departmental compliance policies.

The above statements reflect the general duties considered necessary to describe the principal functions of the job as identified and shall not be considered as a detailed description of all the work requirements which may be inherent in the position.

QUALIFICATIONS (Required):

1. Registered Health Information Technician or Registered Health Information Administrator degree, or ability to obtain within one year.
2. Completion of Registry or Accreditation examination and maintaining of current credentials.
3. Knowledge of HIPAA Privacy requirements, HIPAA Security concepts, release of information standards, confidentiality requirements, medical record management, patient rights related to health information, and applicable state and federal rules governing health information.
4. Ability to navigate, understand, interpret, and remain current with privacy, confidentiality, release of information, and health information regulations.
5. Ability to communicate effectively and professionally regarding sensitive, confidential, and difficult matters.
6. Recognized healthcare privacy, compliance, or HIM certification, such as CHPS, CHPC, CHC, CPCO, or similar credential, or willingness to obtain within 6–12 months.
7. Critical thinking and analytical skills.
8. Two years’ experience required.

ADDITIONAL DESIRABLE QUALIFICATIONS:

1. Experience with privacy investigations, breach assessment, HIPAA breach reporting, individual notification processes, release of information auditing, medical record access auditing, or HIPAA-related education.
2. Understanding of Medicare and Medicaid reimbursement, fraud and abuse laws, and healthcare compliance principles.
3. Mature personality, sense of responsibility, and integrity.
4. Understanding of Critical Access Hospital and Rural Health Clinic regulatory requirements.
5. Positive attitude and flexibility during routine work day.
6. Good verbal communication skills.
7. Good written communication skills.
8. Team player and cooperative with other personnel.
9. Well groomed, tactful, patient, pleasant, and customer focused.