Lead Health Information Management (HIM) Technician (Santa Rosa)

ABOUT US:

Formerly Aurora Santa Rosa Hospital, SRBHH was opened in 2016 and is regarded as an integral part of the greater Santa Rosa and Northern California mental health system of care. Conveniently located in the North Bay, this hospital consists of 144 acute psychiatric inpatient beds.

Santa Rosa Behavioral Healthcare Hospital (SRBHH) is regarded as an integral part of the greater Santa Rosa and Northern California mental health system of care.

Conveniently located in the North Bay, SRBHH serves adolescents and adults. We treat both mental health and co-occurring psychiatric and substance abuse conditions.

POSITION TITLE: Health Information Management (HIM) Technician

PAY RANGE: $27.50-$30.95 PER HOUR

REPORTS TO: Director of HIM

DESCRIPTION OF POSITION:

The HIM Technician is responsible for analyzing, maintaining, and protecting medical records to ensure accuracy, completeness, timeliness, and compliance with applicable federal and state regulations, accreditation standards, and hospital policies and procedures.

This position supports clinical staff, leadership, patients, and external requestors by maintaining medical record integrity, processing release of information (ROI) requests, and ensuring the confidentiality and appropriate disclosure of protected health information (PHI) in a behavioral health hospital setting. The HIM Technician serves as a resource regarding documentation standards, privacy requirements, and proper use and disclosure of PHI. 

KEY RESPONSIBILITIES:

The following responsibilities are representative of the essential functions of a HIM Technician and are not intended to be a comprehensive list of all responsibilities. Additional responsibilities may be assigned as needed.

• Analyze medical records for completeness, accuracy, timeliness, and compliance with federal and state regulations, accreditations standards, and hospital policies and procedures.
• Assemble, maintain, scan, index, and perform quality review of paper, electronic medical records within HCS, and any other information system platforms, such as but not limited to, AIS, and SIERA.
• Identify documentation deficiencies (e.g., missing signatures, dates, required elements) and coordinate corrections with physician and clinical staff using established deficiency tracking tools and workflows.
• Monitor discharged patient records and track record completion using AIS, HCS, and reporting tools in accordance with department standards.
• Process written and verbal Release of Information (ROI) requests utilizing AIS, HCS and related systems in compliance with HIPAA, CMIA, LPS, and hospital policy.
• Verify patient authorizations, and ensure disclosure meet minimum necessary requirements prior to release of PHI.
• Respond to subpoenas, court orders, continuity-of-care requests, and other authorized disclosures, documenting disclosures appropriately within AIS, HCS and any other applicable information systems.
• Maintain confidentiality and security of all patient demographic, medical, and financial information accessed through electronic and paper systems.
• Serve as a resource to hospital staff regarding documentation standards, privacy requirements, and appropriate use of AIS, and HCS for medical record and ROI workflows.
• Collaborate with physicians, nursing staff, case management, and ancillary departments to support documentation, patient care, and operational needs.
• Assist with audits, data validation, reporting, and accreditation or regulatory review activities, including data retrieval from AIS, HCS, and any other information systems as needed.
• Participate in departmental meetings, training, and ongoing competency requirements related to health information systems, privacy, and regulatory compliance.

Requirements

Education and Experience

• High school diploma or equivalent required.  
• One (1) year of experience working with medical records or health inforamtion
• Experience in a hospital or behavioral health setting preferred.
• Demonstrated knowledge of patient privacy and security, HIPAA, CMIA, and LPS relative to maintaining medical records required.
• Knowledge of medical terminology.

Certification

• Registered Health Information Technician (RHIT) credential preferred or obtained within an established timeframe after hire.

Skills and Abilities

• Knowledge of patient privacy and security regulations, including HIPAA, CMIA, and LPS.
• Understanding of ROI processes and medical record standards. 
• Strong attention to detail and analytical skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Effective and professional written and verbal communication skills.
• Ability to handle sensitive and confidential information with professionalism and discretion.
• Demonstrated ability to analyze medical records for completeness and compliance.
• Strong organizational and time management skills.
• Ability to work independently and collaboratively as part of the HIM team.
• Professional interaction with clinical staff, patients, and external requestors.
• Sound judgement when applying privacy regulations and hospital policies.
• Promote patient, physician, customer and employee satisfaction by personal example, treating all contacts with respect.
• Support and participate in activities that foster customer service and a culture of compliance.
• Communicate and follow the organizational chain of command for notification of patient care and service issues, when appropriate.
• Maintain consistent productivity and quality of work in a challenging, fast paced and rapidly changing environment.
• Closely adhere to set schedules and timecard procedures.

Physical Requirments

• While performing the duties of this job, this position is frequently required to do the following: 
• Ability to use standard office equipment and computer systems.
• Use computer keyboard with manual and finger dexterity and wrist-finger speed sufficient to perform repetitive actions efficiently for extended periods of time.
• Ability to sit, stand, bend, and perform repetitive tasks for extended periods.
• Ability to lift and carry up to 20 pounds.
• Ability to maintain focus and accuracy in a detail-oriented role.

Benefits

• Health Insurance
• Vision Insurance
• Dental Insurance
• 401k Retirement Plan
• Healthcare Spending Account
• Life Insurance
  (Supplemental Life, Term and Universal plans are also available)
• Short and Long-Term Disability
  (with additional buy-in opportunities)
• PTO Plan with Holiday Premium Pay
• Discounted Cafeteria Meal Plan
• Tuition Reimbursement