Director of Health Information Management (HIM)

SUMMARY:

The HIM Director provides leadership to the Health Information Management department of Lynn Community Health Center, which currently provides primary care and other health services to approximately 40,000 patients at multiple locations across the city of Lynn. 

Reporting to the Chief Information Officer, the HIM Director provides leadership for the HIM department team to ensure the provision of quality patient care.  S/he oversees the daily operational tasks within the department, including scanning correspondence, filing, record retrieval, and patient portal.  This role manages day-to-day operations of the department to ensure systems operate smoothly, maintains staffing levels, department statistics and productivity measures.  The HIM Director also fulfills the role of Privacy Officer and maintains compliance with the appropriate regulatory standards.

The Privacy Officer is responsible for the organization’s Privacy Program including but not limited to daily operations of the program, development, implementation, and maintenance of policies and procedures, monitoring program compliance, investigation and tracking of incidents and breaches and insuring patients’ rights in compliance with federal and state laws.  This role requires excellent communication skills with multiple levels of the organization, as well as documentation and organizational skills. 

The HIM Director is an energetic leader that takes initiative and continually looks for ways to improve processes and use the full capabilities of the tools available to ensure the highest level of customer service.

HIM Director Description

The HIM Director is responsible for providing leadership to the HIM department with the goal of ensuring services provided by the department meet the needs of both internal and external customers.  Those services include maintaining the confidentiality and security of all medical and dental records, ensuring that all patient information remains confidential and secure, providing chart or other information to authorized users in a timely fashion, and assessing the accuracy and completeness of medical record documentation.

The HIM Director assists the department staff in achieving and maintaining competencies in their role.  S/he performs Quality Assurance audits, identifies needs, and takes action as needed, and serves as the Privacy Officer for the organization.

SPECIFIC RESPONSIBILITIES AND DUTIES:

  • Organizes the department workload and establishes work standards to promote efficiency and productivity.
  • Ensures that daily assignments are completed by the HIM staff and that staffing is adequate in all areas.
  • Hires and trains new employees as required, ensuring that all staff understands his/her responsibility to maintain the confidentiality of patient information in all forms.
  • Performs standard management of staff including time/attendance, performance of annual reviews, training and staff development.
  • Oversees daily mail/fax/correspondence processing, assuring prompt indexing of information to the EMR to ensure efficient, quality care by clinical staff.
  • Engages in projects related to process improvement in the HIM purview.
  • Performs Quality Assurance audits of all HIM workflows related to correspondence and health information.
  • Uses Quality Assurance audit results to identify staff training needs and/or corrective action
  • Provides leadership and assistance to HIM staff in daily operations.  Motivates and manages staff to ensure that performance standards are met or exceeded.  Acts as a role model in demonstrating the customer service standards of the organization
  • Assists staff in the development and reporting of relevant quality management indicators
  • Assists in the development of policies and procedures for the department.  Reviews policies and procedures annually, and revises HIM policies and procedures as needed.  Keeps staff informed of changes.
  • Builds a strategic and comprehensive privacy program that defines, develops, maintains and implements policies and processes that enable consistent, effective privacy practices which minimize risk and ensure the confidentiality of protected health information (PHI), paper and/or electronic, across all media types. Ensures privacy forms, policies, standards, and procedures are up-to-date.
  • Works with organization senior management, security, and corporate compliance officer to establish governance for the privacy program.
  • Serves in a leadership role for privacy compliance
  • Collaborate with the information security officer to ensure alignment between security and privacy compliance programs including policies, practices, investigations, and acts as a liaison to the information systems department.
  • Establishes, with the information security officer, an ongoing process to track, investigate and report inappropriate access and disclosure of protected health information. Monitor patterns of inappropriate access and/or disclosure of protected health information.
  • Performs or oversees initial and periodic information privacy risk assessment/analysis, mitigation and remediation.
  • Conducts related ongoing compliance monitoring activities in coordination with the organization’s other compliance and operational assessment functions.
  • Takes a lead role, to ensure the organization has and maintains appropriate privacy and confidentiality consents, authorization forms and information notices and materials reflecting current organization and legal practices and requirements.
  • Oversees, develops and delivers initial and ongoing privacy training to the workforce.
  • Participates in the development, implementation, and ongoing compliance monitoring of all business associates and business associate agreements, to ensure all privacy concerns, requirements, and responsibilities are addressed.
  • Manages all required breach determination and notification processes under HIPAA and applicable State breach rules and requirements.
  • Establishes and administers a process for investigating and acting on privacy and security complaints
  • Performs required breach risk assessment, documentation, and mitigation. Works with Human Resources to ensure consistent application of sanctions for privacy violations
  • Initiates, facilitates and promotes activities to foster information privacy awareness within the organization and related entities.
  • Maintains current knowledge of applicable federal and state privacy laws and accreditation standards.
  • Works with organization administration, legal counsel, and other related parties to represent the organization’s information privacy interests with external parties (state or local government bodies) who undertake to adopt or amend privacy legislation, regulation, or standard.
  • Cooperates with the U.S. Department of Health and Human Service’s Office for Civil Rights, State regulators and/or other legal entities in any compliance reviews or investigations.
  • Serves as information privacy resource to the organization regarding release of information and to all departments for all privacy related issues.
  • Ensures LCHC policies, consent and ROI forms are up to date and represent current federal and state statues.
  • Engages in OCHIN committees and trainings to ensure LCHC has adopted HIM best practices.   Ensures all staff are trained in the latest standards.  Performs audits as needed. 
  • Participates in the annual budget preparation for the department
  • Prepares agenda and minutes for the HIM staff meetings (Monthly and ad hoc)
  • Works closely with the rest of the ITS team to develop efficient use of computer applications for HIM tasks
  • Works closely with managers and staff members of other departments to promote teamwork and the mission of the health center
  • Provides in-service training for new clinicians regarding the HIM department and appropriate procedures for reports to be mailed/scanned
  • Oversees purge of records to inactive status including records of deceased or transferred patients
  • Ensures that department supplies are kept at par levels
  • Manages all legal correspondence such as subpoenas, court orders, etc
  • Assists 3rd party auditors with record reviews
  • Oversees merging of duplicate records
  • Works to resolve complaints or other patient issues related to HIM business, using the appropriate channels and reporting tools
  • Maintains current knowledge of HIM field and engages in professional development and continuing education on health information issues
  • Ability to perform critical thinking, analysis and problem-solving skills
  • Perform other duties as required

Additional qualities:

  • Always provides proper notification and advance notice of absences.
  • Reports to work on time each day and after lunch and break periods.
  • Maintains a well-groomed appropriate appearance.
  • Maintains a clean, well-kept work area.
  • Involved with, or member of, professional organization(s) allowing ability to keep up with industry knowledge.
  • Takes initiative in personal professional advancement and continuing educations, attending conferences and various classes to stay on top of industry changes.

CUSTOMER SERVICE:

  • Demonstrates an understanding of customer service principles by successfully completing on-line Customer Service training.
  • Utilizes the principles of customer service when interacting with EHR users, team members and staff from other departments.
  • Appropriately handles or seeks support when customer service breakdowns occur.

CORE RESPONSIBILITIES:

  • Respect and maintain patient confidentiality in all aspects of care including use of electronic information. 
  • Treat all patients in a welcoming and professional manner.
  • Demonstrate professionalism by appropriate attire, attendance, attitude, and behavior within the clinical setting.
  • Contribute to the team effort by supporting all team members and maintaining an open and positive attitude.
  • Welcome new employees to the team by assisting with their orientation to the team and mentoring them, as requested.

CULTURAL COMPETENCE:

  • Demonstrates knowledge of culture by successfully completing the on-line training on Cultural Competence.
  • Utilizes an appreciation of and respect for diversity when interacting with patients/clients, team members and staff from other departments.
  • Responds appropriately or seeks support when confronted with cultural biases or conflicts.

EMERGENCY SITUATIONS:

  • Is aware that in order to respond promptly and appropriately to emergencies, any staff member may be assigned temporary duties that differ from those in the job description, or may be assigned temporarily to a different location or schedule.
  • Understands that all staff should have a Personal Emergency Plan in place to best respond to his/her job responsibilities should a health center emergency arise.

WORKING CONDITIONS:

  • Body position: Sitting, standing, bending, reaching, stretching, stooping and lifting.
  • Body movements: May involve lifting up to 30 pounds of equipment.  May involve sitting for long periods of time, or moving about the health center locations.
  • Body senses: Requires normal range of hearing and eyesight to record, prepare and communicate appropriate documents.
  • Language: Must read and write English above a high school level. Must be able to communicate effectively both verbally and in writing.  Additional language, especially Spanish, helpful.

SUPERVISION RECEIVED:

  • Chief Information Officer

SUPERVISES:

  • HIM department staff

Requirements

QUALIFICATIONS AND EDUCATION:

  • Minimum 3-5 years supervisory experience in an HIM department in a healthcare setting required
  • Understanding of HIPAA and other related regulatory requirements required
  • Knowledge of State and Federal laws governing the release of protected health information
  • Privacy Officer training/certification  recommended (ie, Certified Healthcare Privacy and Security (CHPS)
  • Prior experience with Epic Ambulatory EMR strongly preferred
  • Working knowledge of Microsoft Windows applications required
  • Strong interpersonal, written, and oral communication skills
  • Self-motivated and directed, with keen attention to detail
  • Able to prioritize and execute tasks in a high-pressure environment
  • Experience working in a team-oriented, collaborative environment
  • Bilingual skills (English/Spanish) a plus Bachelors Degree in HIM or a related field required, with medical terminology included
  • RHIA strongly preferred

REQUIRED SKILLS:

  • Organizing and prioritizing tasks with great attention to detail
  • Strong customer service skills in dealing with users of all experience levels
  • Ability to work independently and as a part of a team
  • Ability to manage and lead a team and provide mentorship of junior staff
  • Ability to convey a sense of confidence and trust to all customers
  • Ability to communicate effectively, both oral and written communications
  • Ability to work independently and exercise appropriate judgment
  • Time management skills.  Ability to plan, manage, monitor, and report task progress with regard to relevant time expectations
  • Ability to relate to and work with people of all ages, social and ethnic backgrounds and maintain patient and organizational confidentiality

HEALTH CENTER REQUIREMENTS:

  • Up to date immunizations, annual TB testing
  • Hepatitis B and flu vaccines are strongly recommended
  • Results of CORI (Criminal Offender Record Investigation) must be acceptable under health center standards
  • Demonstrate excellent customer service skills and successfully complete annual Customer Service training module online
  • Appropriately handle or seek support when customer service breakdown occurs
  • Demonstrate knowledge of cultural diversity and successfully complete annual Cultural Competence training module online
  • Respond appropriately or seek support when confronted with cultural biases or conflicts
  • Is aware that in order to respond promptly and appropriately to emergencies, any staff member may be assigned temporary duties that differ from those in the job description, or may be assigned temporarily to a different location or schedule
  • Understand that all staff should have a Personal Emergency Plan in place to best respond to his/her job responsibilities should a health center emergency arise

Lynn Community Health Center (LCHC) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, LCHC complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, and transfer, leaves of absence, compensation and training. LCHC expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of LCHC’s employees to perform their job duties may result in discipline up to and including discharge. 

Job Posting ID # 17-054

Hours

Full-Time