General Description

The Health Information Management Supervisor oversees the daily operations of the Medical Records/Health Information Management department. This position is responsible for maintaining accurate, complete, secure, and accessible patient health records while ensuring compliance with applicable federal and state regulations, organizational policies, and privacy requirements. The supervisor provides leadership and guidance to medical records staff, monitors departmental workflow and productivity, and works closely with clinical, administrative, and billing departments to support timely and accurate health information management.

Reports to

IT Applications Director

Salary/Status

Non-Exempt

Department

Information Technology

Hours

Full time, 8:30am-5pm

Qualifications

• Associate degree in Health Information Management or a related field preferred.
• RHIT certification strongly preferred or required.
• Previous experience in medical records, health information management, or a healthcare setting.
• Prior supervisory or lead experience preferred.
• Knowledge of HIPAA, medical record regulations, privacy requirements, and record retention practices.
• Strong organizational, communication, and problem-solving skills.
• Ability to maintain confidentiality and handle sensitive patient information.
• Proficiency with electronic health records and Microsoft Office applications.

Preferred Qualifications

• RHIT certification through AHIMA.
• Experience with EHR systems such as Epic, Cerner, Meditech, or similar platforms.
• Experience with Release of Information processes.
• Experience with medical record audits, quality assurance, or regulatory compliance.
• Knowledge of electronic document management and health information systems.

Key Competencies

• Leadership and staff supervision
• Health information management
• HIPAA and privacy compliance
• Medical record quality and accuracy
• Release of Information
• EHR/document management
• Organization and attention to detail
• Communication and customer service
• Problem-solving and decision-making
• Quality improvement

Ensure adherence to turn-around times, train and supervises all work product within the HIM department: Utilize electronic health record system for inquiry purposes, enter and send data, review and monitor staff productivity, accuracy and timeliness of filing patient related paperwork. Scan and index documents into electronic health record system. Routes patient related forms for signature, and ensures timely completion. Supervise, train, schedule, and evaluate medical records/HIM staff. Oversee the processing, maintenance, scanning, indexing, filing, retrieval, and release of patient medical records through outsourced vendor, or in-house staff person. Ensure medical records are complete, accurate, properly organized, and maintained according to organizational standards. Monitor and audit Release of Information (ROI) requests performed by outsourced vendor or in-house staff person while protecting patient confidentiality. Ensure compliance with HIPAA, privacy regulations, retention requirements, and applicable state and federal laws. Monitor medical record completion and follow up on deficiencies with providers and clinical departments. Assist with audits, quality assurance activities, and medical record reviews. Maintain appropriate record retention and destruction procedures. Monitor department productivity, turnaround times, and workflow. Investigate and resolve medical-record-related issues and discrepancies. Coordinate with clinical, coding, compliance, billing, and other departments regarding health information. Maintain departmental policies and procedures and recommend improvements when appropriate. Assist with electronic health record (EHR) system processes, data integrity, scanning/indexing, and document management. Prepare reports and statistics related to medical records and departmental performance. Train employees regarding HIPAA, confidentiality, medical record procedures, and departmental policies. Participate in compliance surveys, accreditation activities, and regulatory audits as needed. Maintain current knowledge of health information management practices, regulations, and technology, working with the IT Department to improve and expand supportive technologies for medical records processing. Evaluate, improve and otherwise re-design departmental workflows.

Physical Requirements

Ability to sit for extended periods and work at a computer workstation. Ability to view a computer monitor, perform keyboarding, and maintain visual attention to detail. Ability to lift and carry objects weighing approximately 5–20 pounds. Ability to stand, walk, bend, and reach as needed to perform job duties. Ability to perform repetitive hand and wrist movements when using a computer, scanner, and handling documents. Ability to move between organizational sites as needed. This position requires compliance with Caring Health Center’s compliance standards, including its Standards of Conduct, Compliance Program, and policies and procedures. Such compliance will be an element considered as part of this position's performance evaluation.