HIM Director (DH1768)

POSITION SUMMARY

The purpose of the position is to manage and lead the operations of the Health Information Management (HIM) functions and activities (i.e., clerical, chart completion, coding, release of information, transcription, outside chart storage vendors, etc.).  The incumbent is responsible for implementing effective policies and procedures and monitoring the activities of the HIM areas to ensure that all processes are value added and performed in an error-free, quality operation.  Understands and monitor HIM Key Performance Indicators while achieving the HIM Discharge Not Final Billed (Incomplete Abstracted Charts) Goal established for TCRHCC. Responsibilities will also include delegation and assistance to the Director of Revenue Cycle.

NECESSARY QUALIFICATIONS

Education:

Bachelor’s Degree in Health Information Management, Business Administration or related field

Certification:

A Registered Health Information Administrator (RHIA)

Experience:

• Four (4) years of successful supervisory or management experience
• Four (4) years of previous progressive management experience in an HIM department setting, or other relevant experience. Prior management experience must include budget development, staff responsibilities, goal setting, quality improvement and project management
• Demonstrated knowledge of ICD-10, and CPT/HCPCS coding/billing procedures, Uniform Hospital Discharge Data definitions regarding diagnostic and procedural sequencing in order to interpret and resolve problems based on information derived from system monitoring reports and the UB-04, HCFA-1500, and ADA billing forms submitted to the third-party payers
• Computer skills: ability to access and use multiple data systems
• Microsoft Excel and Word software experience

Other Skills and Abilities:

A record of satisfactory performance in all prior and current employment as evidenced by positive employment references from previous and current employers.  All employment references must address and indicate success in each one of the following areas:

• Positive working relationships with others
• Possession of high ethical standards and no history of complaints
• Reliable and dependable; reports to work as scheduled without excessive absences and no reported attendance issues
• Ability to plan and lead effective team meetings and training
• Possess expertise in professional communication, interpersonal, organizational leadership and team building skills
• Possess excellent customer services skills for internal and external customers
• Ability to work under pressure and making quality and effective decisions
• Ability to positively motivate individuals and teams to meet or exceed department expectations/goals.
• Completion of and above-satisfactory scores on all job interviews, demonstrating to the satisfaction of the interviewees and TCRHCC that the applicant can perform the essential functions of the job
• Successful completion of and positive results from all background and reference checks, including positive employment references from authorized representatives of past and current employers demonstrating to the satisfaction of TCRHCC a record of satisfactory performance and that the applicant can perform the essential functions of the job
• Successful completion of fingerprint clearance requirements, physical examinations, and other screenings indicating that the applicant is qualified to be employed by TCRHCC and demonstrating to the satisfaction of TCRHCC that the applicant can perform the essential functions of the job
• Submission of all required employment-related documents, applications, resumes, references, and other required information free of false, misleading or incomplete information, as determined by TCRHCC.

MENTAL AND PHYSICAL EFFORT

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

       Physical:

Must be able to sit for a prolonged period of time, frequently bed, maintain balance, and reach, and occasionally stand, walk, drive, kneel, crouch, and twist.  Must be able to lift frequently up to 25lbs and have the ability to push and pull frequently up to 10lbs and occasionally up to 34lbs.  Must be able to distinguish numbers, letters, and colors.  Must be able to work rotating shifts because the department is in operation 24 hours a day, 7 days a week. Sensory requirements for this position are prolonged near vision, color vision, seeing fine details, hearing normal speech, telephone use, frequent depth perception, and occasional ability of far vision.(Tech I & Tech II) Must have both hand manipulation of simple and firm grasping, fine manipulation and use of keyboard.

       Mental:

Must be able to prioritize and use good judgment.  Must have critical thinking skills to problem solve and plan.  Must be able to communicate with co-workers and staff from other departments. Must have ability to continuously concentrate and adapt to shift work, frequently cope with high levels of stress, handle a high degree of flexibility, work alone, demonstrate high degree of patience, and occasionally handle multiple priorities in stressful situations. (Tech I & Tech II)

Environmental:

May frequently be exposed to infectious diseases, dust, fumes, gases, and occasionally exposed to chemical agents, extremes in temperature or humidity, and unprotected heights.

ESSENTIAL FUNCTIONS:

1. Manages all activities of the HIM department.
2. Directly supervises and coordinates the clerical, coding, and transcription functions.
3. Plans and prioritizes workload at the beginning of the shift and throughout the shift in accordance with departmental goals, turnaround time standards, objectives, etc., so that goals and deadlines are met.
4. Assures that staff is performing in a productive manner and that staff is assigned and effective. Addresses any concerns regarding staff inability to meet productivity standards and apprises the Director of Revenue Cycle of any action plans required.
5. Completes HIM monthly productivity reports by 8^th business day of each month. Utilizes the monthly report to identify trends and any areas that may need to be addressed.
6. Provides information and input to the CFO on any annual budget needs for personnel, operating, and capital expenses.
7. Serves as a member of the Medical Record Committee. Participates in hospital committees, task forces, and meetings as appropriate or assigned.
8. Coordinates activities for the Medical Record Committee (i.e., monthly reports, etc.)
9. Plans, implements, and supports proficient health information management systems and medical record keeping processes.
10. Reviews and updates policies and procedures for the department.
11. Assures compliance with all state, federal, The Joint Commission, CMS, and other payer requirements and communicates requirements to staff.
12. Provides periodic in-services and educational sessions on HIM related topics.
13. Updates HIM clerical, coding, and transcription job descriptions annually.
14. Maintains knowledge of all HIM clerical functions for the staffing and completion of departmental requirements.
15. Recruits, interviews, hires, disciplines, coaches, and develops HIM staff according to established guidelines and policies.
16. Coordinates and oversees work of staff; has the responsibility of distributing workloads as necessary.
17. Responsible for maintaining time and attendance in timekeeping system of staff.
18. Monitors productivity of staff to ensure it meets production standards. Assures staff is provided a work environment conducive to productivity and good health.
19. Reviews staff work for conformance to policies, procedures, and practices relating to Alternate Resources regulations, review of appropriate E&M, correct CPT/HCPCS codes, American Medical Association (AMA) requirements, American Dental Association (CDT-2), and the Health Care Finance Administration (HCFA) guidelines.
20. Prepares and conducts employee job performance evaluations and forwards to Director of Revenue Cycle for concurrence.
21. Responsible for the orientation and education of staff to ensure compliance with new and existing regulations of third party payers (i.e. covered services, limitations, etc.).
22. Assists with testing of new software, implementation of new HIM requirements and guidelines, CMS regulatory guidelines, new process flows, etc.
23. Evaluates and addresses issues and concerns relatives to daily operations of assigned areas, also provides recommendation/suggestion to improve the overall operations (i.e. cost containment via personnel management) to the CFO
24. Responsible to initiate, carry out, and enforce disciplinary action policy and procedure with staff when needed.
25. Identifies errors, omissions, duplications in documents and contacts the appropriate individuals to resolve problem.
26. Responsible for providing monthly reports, organizing schedules (i.e. regular, overtime, etc.).
27. Attends and participates in management meetings as requested.
28. Accepts delegation in the absence of immediate supervisor.
29. Ensure proper PPE is always worn while on duty including but not limited to, face mask, gloves, gown, isolation gown, NIOSH-approved N95 filtering facepiece respirator or higher, if available), and eye or face shield.
30. Complete all donning and doffing tasks in a safe acceptable method and discard of used PPE accordingly. (see CDC website for most current updates)
31. Complete task training for all routine cleaning and decontamination processes for all surfaces contaminated by a communicable disease to ensure a high level of patient, visitor, employee and external customer satisfaction.
32. Ensure proper PPE is worn at all times while on duty including but not limited to, face mask, gloves, gown, isolation gown, NIOSH-approved N95 filtering facepiece respirator or higher, if available), and eye or face shield.
33. Complete all donning and doffing tasks in a safe acceptable method and discard of used PPE accordingly. (see CDC website for most current updates)
34. Complete task training for all routine cleaning and decontamination processes for all surfaces contaminated by a communicable disease to ensure a high level of patient, visitor, employee, and external customer satisfaction.
35. Performs other duties and special projects as assigned or required.