Job Description
DATE POSTED: December 29, 2015
JOB STATUS: Permanent/Full-Time
SALARY: $2,926/month – $3,699 (SR15A-M)
JOB LOCATION: Kauai Veterans Memorial Hospital, Waimea, Kauai, Hawaii
FUNCTION: The Health Information Management Department (formerly Medical Records) is responsible for the hospital clinical information system, which is the basis for payment under prospective pricing and (DRG) diagnosis related groups. Adequate payment depends on accurate abstracting and coding and hospital’s cash flow depends on timely completion of all medical record functions.
The Health Information Technician III (HIM Operations Working Supervisor) supervises staff in the Health Information Management Operations Section and is responsible for maintaining the HIM department records and files; ensuring that patient medical records are completed timely; and processing requests for release of information. Other duties include scheduling of work assignments, training new employees, and other duties as assigned.
Major Duties and Responsibilities:
A. Supervision & Management of Section 45%
1. Plans, organizes and directs the daily operations of the HIM Operations section of the department:
a. Assists in the recruitment of staff.
b. Provides or oversees the orientation and training of personnel.
c. Reviews the work of subordinates for completeness, correctness and adherence to applicable policies and procedures.
d. In collaboration with the supervisor, completes annual performance evaluation of staff in a timely manner, holds subordinates accountable for their position responsibilities.
e. Provides supervisor with evaluation of staff performance to be used in the appraisal process, promotions and for disciplinary action.
f. Identifies employee problems and provides recommendations for resolution whenever possible.
g. Prepares work schedules.
h. Assigns work and monitors workflow.
i. Establishes priorities.
j. Signs timesheets and approves authorized leaves.
k. Maintains personnel records, including training records and other required inservice programs.
l. Assists in the preparation of inservice training programs.
m. Reports unsafe conditions, injuries/illnesses and incidents in a timely and appropriate manner and ensures that employees perform their duties in accordance with safety and health rules and standards of the Hospital facility and governing agencies.
n. Assures coverage of staff leaves/absences.
o. Directs the activities of volunteers within the HIM area.
B. Chart Completion 25%
1. Ensures that patient medical records are completed in a timely manner in accordance with the Kauai Veterans Memorial Hospital’s medical staff bylaws and rules and regulations based on Joint Commission (JC) standards and state and federal regulatory agencies, as well as to facilitate the billing process for Medicare/Medicaid and other third party payors.
2. Follows a system to review all medical records of patient admissions and subsequent discharges, monitor completeness of the medical records, notify physicians of outstanding charts, and initiate steps for disciplinary action, if necessary, for delinquent physicians, in accordance with the medical staff bylaws and rules and regulations.
3. Reviews the system on an ongoing basis to streamline procedures make adjustments to accommodate increase in medical staff, and bylaws and rules and regulations amendments, etc.
4. Performs complex quantitative chart analyses for discrepancies and for correction and/or completion by physicians and nurses, etc.
5. Codes diseases, operations, and special therapies according to the International Classification of Diseases.
6. Inputs clinical data, which provides indexes of diseases, operations, physicians and consultants according to, established plans, and procedures.
C. Records and File Management 20%
1. Maintains the HIM department files and ensures that the various outpatient records for the Emergency Room, Oncology, Endoscopy, Angiography, Cardiology, Ambulatory Surgery, Observation Unit, as well as inpatient acute care records, and other reports as required by licensing and regulatory agencies are filed accurately and in a timely manner. 2. Retrieves records to include:
a. Working with physicians, nursing and other hospital staff to retrieve past records, delinquent records, and incomplete records.
b. Locates “lost” records using lost chart format.
c. Retrieves records from off-site storage system
3. Receives, sorts, compiles loose records/reports received on a daily basis from various treatment areas (i.e., lab slips, radiology reports, ER reports, etc.) and files into the appropriate treatment (patient) records.
4. Assists in archiving medical records on an annually basis. Works with offsite facility to maintain accuracy and confidentiality of reports. Maintains work records to account for each record that is archived and retrieved.
5. Merges patient medical record numbers following policy and procedures assuring records are combined appropriately and accurately.
6. Coordinates all corrections with Patient Access Department regarding changes, which include inpatient status to outpatient, dates of treatment, multiple medical record numbers, etc. from prescribed hospital policy relating to conversions.
D. Release of Information 5%
1. Receives and processes requests from physicians, patients, and in-house requests for release of medical records information. Ensures that the appropriate signed authorization for release of information form is received prior to the release of records information and filed appropriately. Follows policies and procedures in the release of medical records information in accordance with state and federal regulatory agencies’ regulations.
2. Duplicates copies of medical records information as requested. Records release must be timely and strict confidentiality maintained. Maintains a log of the release of medical records information.
3. Receives and processes complaints in a timely manner.
E. Public Relations & Other Duties 5%
1. Maintains a line of positive communication, promotes teamwork, and supports the management team by promoting professional collaboration at all levels.
2. Understands and models customer service behavior, recognizing that all who need information are customers.
3. Displays positive customer relations with patients, visitors, physicians and staff.
4. Represents KVMH in a positive, supportive manner, conveying confidence to the customer.
5. In conjunction with supervisor, evaluates and simplifies procedures and workflow; collaborates with developing and implementing systems changes, identifying, and analyzing area needs and objectives.
6. Prepares daily, weekly or monthly productivity reports as requested by the supervisor.
7. Maintains established department policies, procedures, objectives, quality assurance, safety, environmental and infection control.
8. Assists in care and maintenance of department equipment and supplies. Maintains or oversees the maintenance of levels of supplies. Calls for maintenance/repair of equipment.
9. Provides advisory services to hospital staff on medical record problems or procedures.
10. Works cooperatively with other staff members, departments, and outside services.
11. May need to go to court for appearances and/or depositions as designated by the Director.
12. Flexibility and adaptability to work in other Health Information Management department functions as needed.
13. Participates in committee meetings, disaster drills, and CPR training, and unit meetings.
14. Attends mandatory in-service unless excused in advance by supervisor.
15. Ensures staff follows KVMH, HHSC and other governing agency policies and procedures with medical staff, employees, patients and visitors.
16. Maintains the strictest confidentiality of all facility and facility-related employee and/or patient information.
17. Performs other related duties as assigned.
Requirements
MINIMUM QUALIFICATION REQUIREMENTS: To qualify, you must meet all of the following requirements. Please note that unless specifically indicated, the required education and experience may not be gained concurrently. In addition, qualifying work experiences are credited based on a 40-hour workweek.
Education: High school diploma or equivalent.
Medical Records Experience: Two (2) years of work experience in a health information management department of a hospital or allied medical care facility, or in an allied health or medical program (e.g., nursing unit, admissions dept., clinic, etc.), which included such duties as filing medical records, posting data onto medical records, cross-indexing data, compiling numerical data from medical records or reports, typing/transcribing medical reports, and work of a comparable nature. The experience must have demonstrated knowledge of medical terminology, office practices and procedures pertinent to medical records processing and maintenance, common office appliances and equipment; and the ability to perform arithmetic computations, follow oral and written instructions, operate various kinds of office equipment and deal tactfully and effectively with others.
Specialized Experience: Two (2) years of work experience in a health information management department of a hospital or allied medical care facility which involved the performance of paraprofessional health information management work requiring knowledge of the nature and uses of medical records, medical terminology and established health information management classification, coding, filing and indexing systems; and the ability to analyze and file medical records and prepare reports and summaries from medical records.
*Supervisory Aptitude: Applicants for Health Information Technician III positions must demonstrate possession of supervisory aptitude. Supervisory aptitude is the demonstration of aptitude or potential for the performance of supervisory duties through successful completion of regular or special assignments which involve some supervisory responsibilities or aspects; by serving as a group or team leader, previous work experience in a position that demonstrates or performs supervisory functions or in similar work in which opportunities for demonstrating supervisory capabilities exist; by completion of training courses in supervision accompanied by application of supervisory skills in work assignments; or by favorable appraisals by a supervisor indicating the possession of supervisory potential.
Substitutions Allowed:
- Excess Specialized Experience may be substituted for the required two (2) years of Medical Records Experience.
- Successful completion of an associate degree in a health information technology program (HIT) accredited by the Commission on Accreditation for Health Informatics and Information management Education (CAHIIM) or recognized by the American Health Information Management Association (AHIMA), may be substituted for the required two (2) years of Medical Records Experience.
- Successful completion of an associate degree in a health information technology program (HIT) in a foreign country whose professional association has an agreement of reciprocity with the American Health Information Management Association (AHIMA) may be substituted for the required two (2) years of Medical Records Experience.
- Successful completion of the correspondence course or the AHIMA Independent Study Programs in health information technology (HIT) and an associate’s degree from an accredited college may be substituted for the required two (2) years of Medical Records Experience
- Successful completion of a health information technology program of less than two years duration at a post-secondary institution accredited by the American Health Information Management Association may be substituted for the Specialized Experience on a month-for-month basis.
- Possession of a current Registered Health Information Technicians (RHIT) certificate received through successful qualification on the national accreditation examination administered by the American Health Information Management Association may be substituted for the required two (2) years of Medical Records Experience and one (1) year of the Specialized Work Experience.
DESIRED SKILLS:
Thorough knowledge of nature and uses of medical records; medical terminology; established health information management classification, coding, filing and indexing systems; office practices and procedures; use and care of office machines and computers; thorough knowledge of health information management guidelines and Health Insurance Portability and Accountability Act of 1996 (HIPAA); principles and practices of supervision.
Ability to plan, assign and review the work of others; analyze and file medical records; prepare reports and summaries from medical records; understand, interpret and apply established health information management policies, guidelines, standards, and procedures; perform arithmetic computations; deal tactfully and effectively with others; operate a personal computer and other office machines; follow oral and written instructions.
HOW TO APPLY: For application information, please click on the links below:
- Internal Application (for eligible internal applicant or HHSC regular employees only (non-casual hire))
- External Application (for external applicant)
For additional information, call (808) 338-9426 or e-mail kauaijobs@hhsc.org.
Please complete our HHSC Employment Application form even if you are submitting your RESUME.
QUALITY OF EXPERIENCE: Possession of the required amount of experience will not in itself be accepted as proof of qualification for the position. Overall paid or unpaid experience must have been of such scope and responsibility as to conclusively demonstrate that you have the ability to perform the duties of this position. Provide a detailed description of your duties and responsibilities. If you worked on a part-time basis, indicate the average number of hours worked per week. Please note that experience will be based on a 40-hour workweek. Note: We will not postpone the recruitment process because of your failure to provide accurate and complete information concerning your qualifications.
MERIT OR CIVIL SERVICE SYSTEM: You must meet the minimum qualification requirements, including education, experience, other public employment requirements for State Civil Service employment, and HHSC Standards of Fitness. Only those applicants that are scheduled for an interview with the hiring manager will be contacted. Applications will be kept active for six (6) months.
CITIZENSHIP AND RESIDENCE REQUIREMENT: Applicants must be eligible to work in the U.S. and at the time of appointment will be required to become a Hawaii resident within a reasonable time from hire.
VETERAN’S PREFERENCE: If you are claiming Veteran’s Preference, you must submit a copy of your DD214 and/or other substantiating documents specifying the periods of your service.
PHYSICAL/MENTAL REQUIREMENTS: Applicants must be able to physically and mentally perform efficiently the duties of the position. Qualified applicants with disabilities who can perform the essential functions of the advertised position are encouraged to apply. The Hawaii Health Systems Corporation is committed to making reasonable accommodations on a case-by-case basis. Applicants seeking reasonable accommodation should be ready to discuss the accommodation sought so that a determination can be made that such accommodation is reasonable and would not cause the employer undue hardship.
PHYSICAL EXAMINATION REQUIREMENT: Offers of employment will be conditioned on the results of a complete physical examination, which includes a drug screening. For certain job categories, applicants may be referred to an HHSC-designated physician, rather than the applicant’s personal physician of choice. The cost for all physical examinations, except the cost for the drug screening, shall be borne by the applicant and not the Hawaii Health Systems Corporation. The Hawaii Health Systems Corporation shall bear the cost of the drug screening.
CRIMINAL/BACKGROUND, CREDENTIALING CHECKS: Applicable checks will be conducted periodically and any associated costs may be borne by the applicant. If a job offer is made or employment is begun prior to completion of all applicable checks, any offer of employment or continued employment is contingent upon satisfactory return of all required checks.
HOW TO APPLY: Please complete and submit our HHSC Employment Application. Only applicants that have been through a Human Resources (HR) applicant screening process will be considered for an interview with the hiring manager. Applications for announcements with a deadline date must be on file no later than the last day to file applications. Applications received for positions with “Continuous Recruitment Until Needs are Met” will be accepted as long as there are vacancies. Inactive/filled announcements will be taken off the HHSC website.
STEPS TO AN ADMINISTRATIVE REVIEW, SUBSEQUENT APPEALS: If you do not agree with a decision made by the Employment Office as to your non-qualification or non-selection for a position, you may complete a Request for Administrative Review form or you may submit a written request within twenty (20) days from the date of your sent notice to the Regional Chief Executive Officer/Designee. Your letter requesting the Administrative Review must include 1. The job title(s) and recruitment number(s), 2. the specific reason(s) you are requesting the review noting if there is a statute or rule violation, and 3. any additional information you want to submit to substantiate your request. If you do not submit your request within the twenty (20) days deadline, no Administrative Review will be conducted. Since the Administrative Review is a prerequisite to subsequent steps, failure to utilize this process will make you ineligible for subsequent appeals. The administrative review, formal complaint and/or appeals hearing will not necessarily postpone the recruitment process and/or rescind a selection. If you do not agree with the Administrative Review, you may file a Formal Complaint and then, if you are still not satisfied, you can appeal to the HHSC Merit Appeals Board.
Contact Information
The Kauai Regional Office of the Hawaii Health Systems Corporation is located at Kauai Veterans Memorial Hospital, 4643 Waimea Canyon Road, Waimea, HI 96796. For employment opportunities, please click on this link. For additional information, call (808) 338-9426 or e-mail kauaijobs@hhsc.org.
PERSONS WITH DISABILITIES MAY CONTACT THE RECRUITMENT OFFICER AT (808) 338-9426 (TTD/TTY) OR EMAIL kauaijobs@hhsc.org TO DISCUSS SPECIAL NEEDS IN APPLYING.