BASIC FUNCTION:

Manages and controls the retrieval and storage of electronic and paper health records including the completion of all health records to ensure accurate and timely submission and completion of health information. Responsible for the daily operations of the Health Information Management Department; storage and retrieval of paper and electronic health record; responding to internal and external requests for medical records. Ensures compliance of records with relevant regulations and standards and assists with the preparation of statistical reports.

DIMENSIONS:

This position has direct supervisory responsibilities for Lead Clerk, Medical Record Technician, Release of Information Specialist, and Assembly & Analysis Clerk.
 

NATURE AND SCOPE:

Interacts with the Director, Manager, support staff, physicians, regulatory agencies, and other internal and external customers in the timely retrieval of charts for patient care, studies, research, and other purposes.
 

PRINCIPAL ACCOUNT ABILITIES:

Supervises the twenty-four (24) hour coverage of the Health Information Management Department.
 
Supervises health record information systems to ensure quantity and quality standards are consistently met.
 
Develops and implements strategies to move Howard University Hospital towards a fully integrated computerized patient record.
 
Establishes departmental operating policies and procedures. Maintains the work flow and work priorities of the department.

Retains health records in accordance with state and federal statutes and determines in association with the Director, the overall procedures for retirement of health records and archiving.
 
Monitors the activities of release of information to ensure all requests are processed in accordance with applicable policies and statutes. In the absence of the Release of Information Specialist, attends court and depositions with the appropriate medical records.

Oversees the process of receiving, prepping, scanning and quality review of clinical documentation received from various sources to ensure that quality and tum around time standards are met.
 
Monitors and manages the storage of Electronic Health Records.
 
Assists staff through proper means of communication with regards to resolving issues  pertaining  to operations, confidentiality, performance, and communication in  order  to have health information management services meet Howard University Hospital customer needs.
 
Maintains all decentralized and centralized permanent file and archival file areas to ensure the safety and confidentiality of medical record information.
 
Monitors and takes necessary steps to ensure employee adherence to policies and procedures. Evaluates the performance of staff by assessing quality and quantity of work.
Interviews, recommends hire, trains, develops, evaluates,  counsels, and recommends  termination of employees.
 
Attends medical staff and administrative staff committees as designated by the Director.
 
Ensures that supplies, equipment, and other resources are utilized in a coordinated, economic, and efficient manner.
 
Promotes adherence to the Health Sciences Compliance Program, the Howard University Code of Ethics and the Health Sciences Standards of Conduct.
 
Attends annual and periodic mandatory Compliance Program training including the Health Insurance Portability and Accountability Act (HIPAA) Privacy training.
 
Participates in activities that promote adherence to federal healthcare program requirements. Actively participates in Health Sciences Compliance Program activities.

Adheres to the requirements of the HIPAA Privacy Policies and Procedures. Maintains confidentiality of patients, families, and staff.

Assumes other duties and responsibilities that are related and appropriate to the position and area. The above responsibilities are a general description of the level and nature of the work assigned to this classification and are not to be considered as all-inclusive.

 CORE COMPETENCIES:

 Ability to plan, organize, and supervise the work of others.
 
Knowledge of principles, methods, and practices of health information administration. Knowledge of statistical data tabulation.
Knowledge of District of Columbia and federal statutory requirements regarding retention of records and their release to requestors.
 
Ability to make administrative /procedural decisions.
 
Knowledge of related accreditation and certification requirements. Ability to maintain confidentiality of records and information.
Ability to analyze and solve problems.
 
Knowledge of customer service standards and procedures.
 
Ability to provide technical guidance and leadership to Health information Management staff. Ability to gather data, compile information and prepare reports.
Competence in both oral and written English.
 
Ability to establish and maintain effective and harmonious work relationships with staff, physicians, Hospital and University officials, and the general public.
 

CARES CRITERIA:

Must demonstrate collaboration; accountability; respect; excellence; and service.
 
Works with team members and peers in and outside of their immediate work group to create an exceptional experience for patients, students and other visitors; looks for ways to achieve departmental/institutional results by partnering.
 
Accepts responsibility for his/her actions to provide health care and or ancillary functions in a highly efficient and compassionate manner. The employee must function as a Steward (Have Ownership) of the Howard values that foster a commitment to improving the patient and student experience, organizational efficiency and the environment.
 
Embraces diversity; cares holistically for those we serve; treats all as we would like to be treated; manages the patient's right to privacy with meticulous care 100% of the time and keeps patient and proprietary information about the institution confidential.

Anticipates the patient's and student's needs , presents as a model representative of the institution and maintains high standards of care while striving to improve performance and create exceptional experiences for our customers.
 
Behaves in a friendly, resourceful and professional manner towards all they encounter; treats patients, students and visitors in the same way that they would want their family members or themselves to be treated.
 

MINIMUM REQUIREMENTS:

Bachelor's degree or Associates degree in Health Information Management or related field preferred.
 
RHIA or RHIT certification preferred.
 
Three (3) years of Health Information Management of which three (1) year are at the supervisory level in a hospital.

Must be able to stand, walk, sit, handle, write, type, speak, hear, see, calculate, compare, edit, evaluate, interpret and organize for extended periods of time.