HIM Manager (closed)
Here is some additional information to help with screening.
1. What are the top 3 technical skill sets you want them to have?
· supplement both IP & OP coding
· computer skills – excel and general knowledge of Health Information Systems, encoder, dictaphone
2. How big is the team?
·10 employees comprised of internal transcriptionists, coding and clerical staff
3. Is there a primary goal for this position in the first three months?
· We are looking at an EMR changeover in the next 12-18 months so that would be a primary focus
· Also, one clerk is in the process of training to take the CCA exam and move into the vacant coding position. The remaining clerical positions need to be re-evaluated and hours possibly shifted.
4. How large of an environment would the ideal candidate need to have experience working in to be an ideal fit for your team?
· It’s beneficial to the HIM department and organization as a whole if this candidate has worked at a Critical Access Hospital before.
5. Tell me more the culture what keeps you here?
· The management team here is an open, honest team who work very well together for the most part. We want to make this a better place both for our patients and employees. We try to offer flexibility to our staff when feasible and are open to new ideas and suggestions for improvement.
6. What is the urgency?
·There is currently an Interim in the HIM Manager’s position. This person is only working part time at 20 hours per week so only basic, necessary functions are being completed right now. We are unsure how long the Interim will be able to continue in this capacity and need to get a replacement asap.
7. What happens if you don't fill the position?
·As stated above, we have the Interim HIM Manager but it is unknown for how much longer this will continue. There is always the option of using a temporary agency, but we want to avoid doing this if at all possible. We are most interested in finding a replacement and getting this person trained, keeping things as consistent as possible for HIM staff and the facility overall.
Job Description & Performance Appraisal
JOB TITLE: Health Information Management Manager
DEPARTMENT: Health Information
REPORTS TO: Chief Financial Officer
DIRECT REPORTS: Medical Coders, Transcriptionists, HIM Clerks
FLSA CLASSIFICATION: Exempt
POSITION SUMMARY: Plans, organizes, develops, directs, manages, coordinates, and evaluates the overall operation of the Southwest Health Center Health Information Department in accordance with current federal, State, local, and (The Joint Commission) TJC standards.
Successfully targets and achieves established department expectations and goals
Sets clear, well defined outcomes for work, tracks progress and assists employees in setting and working toward identified goals
Stays updated on regulatory requirements and hospital personnel policies and accurately communicates changes to staff.
Effectively enforces SHC policies and procedures and ensures department compliance with current federal, State, local, and TJC (The Joint Commission) standards
Completes employee performance evaluations in a timely manner using objective, measurable criteria.
Maintains accurate documentation and complete staff records as required by SHC
Provides effective coaching to staff on performance issues with timely feedback and provides praise and recognition for good work
Actively participates in planning for the department and the organization, considering the impact of unit decisions on the rest of the organization and on the mission, vision and strategic goals of SHC
Works collaboratively with upper management and human resources to recruit, select and retain exceptional staff
MANAGEMENT OF INFORMATION
Effectively identifies problems and is successful in developing and implementing appropriate solutions
Monitors the work environment for process improvement opportunities and potential safety issues that could impact patients
Educates employees regarding performance data and outcomes in an accurate and timely manner
Keeps organizational leaders informed about issues and problems impacting the work area
Conscientiously seeks staff input regarding the resources, training. equipment and supplies they need to do their work
Maintains confidentiality of organizational and individual patient/resident information
Tracks and assesses staffing, equipment and supply expenses throughout the year to develop realistic budget projections and stay within budget
Educates staff about financial issues that impact the department
Develops, evaluates and manages labor, non-labor and capital budget for the department
Utilizes resources given in a judicious manner and holds staff accountable for the efficient use of resources
Continually analyzes expenses to identify possible cost saving measures
Incorporates customer feedback into strategic planning for services. Demonstrates a passion for excellence and a commitment to quality and is proactive in dealing with department problems
Implements corrective action plans in a timely manner on areas assessed to be
out of compliance
Interacts in a professional, honest, fair, and respectful manner when presenting information and responding to questions from managers, employees, vendors, customers, and the general public
Handles customer complaints in a discreet and professional manner and maintains confidentiality in patient interactions
Provides an effective orientation and ongoing training to new and existing staff
Is visible and accessible to staff and treats all employees with respect
Provides staff with growth and development opportunities and helps staff recognize the barriers to growth and development
Recognizes and uses the ideas of staff and shares appropriate information readily with staff
Approaches staff about sensitive issues in non threatening ways
Conducts staff meetings of department personnel and confers with subordinates to discuss operational problems or explain procedural changes or practices
Evaluates and proposes new programs or services that enable the organization to achieve a competitive advantage.
Maintains a level of attendance and punctuality necessary to meet the responsibilities for the job
Develops collaborative relationships within the organization while being sensitive to and aware of diversity (i.e. age, race, gender) issues
Demonstrates resourcefulness and effective negotiating and problem-solving skills to resolve complaints.
Successfully deals with stressful situations and addresses undesirable behavior in others
Demonstrates work habits that contribute to a safe work environment
Follows through on commitments and agreements and accepts additional assignments willingly
Assumes responsibility for personal development and career goals. Takes initiative to be a continuous learner
Responsible for daily operation of the HIM Department including but not limited to inpatient, outpatient , emergency room, nursing home and behavioral sciences records, coding, medical transcription, release of information, discharge analysis, cancer, death and birth reporting
Ensures medical records are compiled, completed, maintained and retrieved in a timely, accurate and efficient manner, regardless of medium (paper or electronic)
Provides information updates regarding Electronic Medical Record to other managers
Communicates regulation changes to HIM staff and organizational personnel
Ensures personnel policies are followed and maintained
Coordinates clinical department chart review processes, compiles data and forwards action plans to managers and Performance Improvement Council on a quarterly basis
Coordinates with Patient Financial Services Manager in resolving edits
Coordinates efforts with Information Technology staff in fulfilling electronic medical record goals established through Clinical Steering and Information Technology Committees.
AGE/PATIENT POPULATION(S) SERVED KEY
Age of Patient Population Served Population
Neonate (birth - 28 days) Bariatric Patients: BMI greater than 40, or greater
Infant (29 days – less than 1 year) than 35 with weight related co-morbidities
Pediatric (1 - 12 yrs) Patient with exceptional communication needs
Adolescent (13 – 17 yrs) Patient with developmental delays
Adult (18 – 64 yrs) Patient at the end of life
Geriatric (65 yrs & older) Patient under isolation precautions
Nonage Specific Task (N/A) All Populations
KNOWLEDGE, EDUCATION AND EXPERIENCE REQUIRED:
§ Possess certification from AHIMA as either RHIT(required) or RHIA (preferred)
§ Comprehensive knowledge of medical terminology required
§ Previous hospital coding experience preferred
§ Minimum 5 years experience in Health Information field
§ Previous Health Information supervisory experience preferred
§ Working knowledge of Electronic Medical Record system (s)
§ Computer literate with experience in Windows environment, Excel and Outlook
§ Demonstrate required written and verbal communication skills
§ Possess exceptional interpersonal and organizational skills while demonstrating good work ethics, leadership and performance
SKILLS AND ABILITIES REQUIRED:
§ Effective listening, verbal and written communication skills
§ Effective computational skills with ability to identify problems, reason numerically and solve problems
§ Ability to analyze data, research information and propose solutions or work process improvements using creativity, reasoning, past experience and available resources
§ Ability to effectively prioritize and juggle multiple concurrent projects within allotted time frame
§ Excellent interpersonal skills demonstrating professionalism, relating well to others, and building relationship while being sensitive to and aware of diversity issues
§ Effective planning and organization skills along with a high degree of detail orientation
§ Ability to establish and achieve effective goals independently and in group settings
§ Effective leadership and coaching skills to obtain high levels of performance from employees
§ Resourceful and effective negotiating and problem-solving skills to resolve complaints, deal with stressful situations and address undesirable behavior in others
§ Ability to recognize decisions that are outside the scope of the position and need to consult with supervisor
§ Ability to make independent decisions after situation analysis, alternative identification, and risk/benefit analysis
§ Ability to maintain confidential information
§ Ability to manage self and produce results independently and as a member of a team
§ Frequently sitting at a desk
§ Intermittently stooping, bending or crouching, standing or walking
§ Frequent lifting of light objects
§ Occasional lifting of objects weighing 25 to 50 pounds
§ Work is typically performed in an office
ENVIRONMENTAL CONDITIONS: Occasional exposure to noise, dirt, dust, smoke