Patient Pathways HIM Manager

Patient Pathways HIM Manager

Department/Care Stream: Patient Pathways Health Information Management

LIA Reporting Structure

Timecard Approver: VP of Patient Pathways

Primary: Director of Patient Pathways

Secondary: VP of Patient Pathways

Status: Full-Time

FLSA: Exempt

Location: Admin Center

Pay Range: $95,680-$119,470/yr

EEO-1: Officials and Managers

Organization Information

WellSpace's mission is "achieving regional health through high quality comprehensive care." We believe that everyone deserves to be seen, no matter who you are, where you come from, where you work or what place you call home. At WellSpace, we see you!

We are driven to serve the whole person through comprehensive, integrated care, spanning medical, dental, behavioral health, and supportive services across the region. We do this by building a team of exceptional colleagues who are dedicated to our mission and becoming part of the communities we serve.

As the region's largest Community Health System, WellSpace utilizes a Confluence Model to integrate an internal network of healthcare modalities, including Federally Qualified Health Centers (FQHC), Certified Community Behavioral Health Center (CCBHC), Drug Medi-Cal and Specialty Mental Health programs, California's second largest 988 Suicide and Crisis Lifeline Center, an independent Risk Bearing Organization (WellSpace Nexus), and more into a seamless confluence of care.

To ensure the highest quality of care, WellSpace is accredited by the Joint Commission for Ambulatory Care, Behavioral Health and as a CCBHC. Further, it is certified by the Joint Commission as a Primary Care Medical Home and a Behavioral Health Home. WellSpace's crisis programs are accredited by the American Association of Suicidology and the International Council for Helplines.

Position Summary

The Manager of Health Information Management manages the operations of Health Information Management services within a primary care environment, ensuring the accurate, timely, secure, and compliant management of patient health information. Oversees medical records, document management, release of information, data integrity, regulatory compliance, staff performance, and continuous process improvement while collaborating with clinical and operational leaders to support high-quality patient care.

Required Qualifications

• 4 years progressive experience in Health Information Management
• Bachelor's degree in Health Information Management, Health Information Technology, Healthcare Administration, or a related field; equivalent combination of education and experience may be considered
• Experience supervising 10+ employees
• Experience managing department performance, productivity, quality, service-level metrics, and operational improvement efforts.
• Strong leadership, communication, problem-solving, organizational, and analytical skills.
• Demonstrated ability to lead, coach, develop, and hold staff accountable while fostering a collaborative and service-focused work environment
• Experience supporting and working closely with care teams
• Computer competence including Word, Excel, PowerPoint and Outlook
• Strong Knowledge of EHR systems preferably Epic
• Knowledge and experience with insurance carriers including facility and medical records audits
• Compliance with state and federal agencies
• Excellent verbal and written communication skills
• Demonstrated commitment to the provision of care services for the underserved
• Demonstrated ability and sensitivity working with a variety of people from low-income populations, with diverse educational, lifestyle, ethnic, and cultural origins
• Demonstrated ability and sensitivity to provide services to persons who are disabled, homeless, substance users, HN (AIDS) infected, and/or physiologically impaired
• Excellent priority, goal setting, and decision-making skills in a rapidly changing business environment
• Demonstrate professionalism
• Ability to use standard office equipment including phone, fax, copier, computer

Essential Responsibilities

• Oversee daily operation of Health Information Management including medical records documentation, scanning/indexing, release of information and record retention
• Ensure accurate, timely, and secure management of patient health information
• Establish and maintain workflows that support efficient document processing, record completion, and information retrieval
• Monitor department performance, productivity, quality, and service-level metrics; identify trends and implement corrective actions as needed
• Assist in development of department policies, procedures, workflows, and standard operating procedures in accordance with organizational standards and regulatory requirements.
• Ensure compliance with HIPAA, federal and state privacy laws, Joint Commission standards, HRSA requirements, and other applicable regulations
• Oversee the appropriate release of protected health information in response to patient, provider, legal, insurance, and other authorized requests
• Monitor compliance with medical record documentation, confidentiality, retention, and destruction requirements
• Support Compliance audits, risk assessments, and corrective action plans related to health information.
• Maintain appropriate safeguards to protect the confidentiality, integrity, and availability of patient information
• Recruit, hire, train, coach, and evaluate HIM staff
• Provide ongoing supervision, performance management, professional development, and accountability for department employees
• Establish clear expectations related to productivity, accuracy, customer service, confidentiality, and compliance
• Monitor staffing levels and workload demands to ensure appropriate coverage and timely completion of work
• Conduct performance evaluations and competency review
• Ability to work under pressure
• Conduct regular audits of medical records, release-of-information processes, documentation practices, and data integrity
• Ensure incoming clinical documents, test results, consult notes, and other patient information are accurately processed and routed to the appropriate care team.
• Prepare and present operational reports, performance metrics, audit findings, and recommendations to leadership
• Identify process gaps and implement continuous improvement initiatives to improve efficiency, accuracy, compliance, and patient service
• Ensure adherence to policies and established procedures
• Report statistical information at Quality meetings
• Process timecards
• Conduct monthly staff meetings
• Review and edit Service Level Agreement and training manuals annually and as needed
• Actively participate in new hire orientation

Benefits

Successful candidate will receive regionally competitive salary, above average health benefits at reduced costs, company paid life insurance & long-term disability insurance, additional voluntary retirement plan with company match and no vesting schedule requirement.

• Paid bereavement and jury duty leave
• 11 paid holidays per year
• Paid time off
• Paid sick leave
• Flexible Spending Program
• Company paid malpractice insurance for all providers
• Professional development hours offered annually

Physical Demands and Work Environment

The work environment is characteristic of an office environment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit; use hands and arms to reach. The employee is also required to stand; walk; and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The employee must also possess hearing and speech to communicate in person and over the phone. The noise level in the work environment is usually quiet.

The employee may be in contact with individuals and families in crisis who may be ill, using substances and/or not attentive to personal health and safety for themselves or their homes. The employee may experience a number of unpleasant sensory demands associated with the client's use of alcohol and drugs, and the lack of personal care. The employee may also be exposed to bodily fluids (blood, urine) and hazardous chemicals.

WellSpace Health is committed to the principals of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is the intent of WellSpace Health to maintain a work environment free of harassment, discrimination, or retaliation because of age, race, religious creed, color, national origin, ancestry, physical disability, medical condition, genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding and/or related medical conditions), gender, gender identity, gender expression, sexual orientation, military or veteran status, or any other status protected by federal, state or local laws. WellSpace Health is dedicated to the fulfillment of this policy in regard to all aspects of employment, including but not limited to recruiting, hiring, placement transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Wellspace health is an Equal Opportunity Employer.