Team Lead HIM Onsite Operations

Job Summary

This position provides onsite leadership for the daily operations of the HIM department at the facility which includes Vital Registry, Document Imaging (Prep, Scan, Index) and Release of Information. Serves as a liaison for all customers to include providers, patients, their families, and other facility departments. Responsible for setting the tone in the onsite HIM department including employee engagement, celebrations, and creating a positive environment. Responsible for providing an exceptional customer experience for all. Serves as a resource for the availability of records, medical record forms, release of information, chart completion, chart corrections, MyChart, transcription as well as birth and death records.

Core Responsibilities and Essential Functions

Job Knowledge

• In conjunction with the Document Imaging (DI) and Vital Registry area, assists with the onsite work schedule to ensure all functions are covered. Fills in when there is a vacancy, open day(s) in the schedule, PTO, or illness.
• Assists with monitoring the daily workload of the onsite HIM Specialists. Works with the Manager and Supervisors in HIM to ensure operational assignment of duties are appropriate.
• Death Certificate Registration - Monitors Work Queue, certifies deaths, responds to funeral homes and patient families as well as escalates death certificates that require a hardcopy signature.
• Responsible for medical record forms management. Works with DI staff as well as departments within facility to ensure the appropriate forms are being used. Conducts audits for verification of this.
• Assists with new staff orientation and education as needed.
• Participates in collaborative work groups within HIM Services as well as the facility, identifies opportunities for process improvement, and recommends best practice.
• Attends daily facility Safety Huddle meetings to keep abreast of what is happening within the facility and organization, as well as share HIM initiatives as appropriate.
• Serves as department Safety Coach - attends meetings, reports out wins and improvements.
• Processes physician case log requests.
• Attends State Office of Vital Records webinars to stay up to date on laws and processes.

Communication and Collaboration

• Conducts formal rounding on all facility departments, collects information about the area, shares information about HIM, and makes sure they are well known as the HIM leader within the facility.
• Assists with any inquiries from customers pertaining to chart completion, release of information, medical record forms, chart correction, MyChart, as well as other HIM related functions.
• Demonstrates characteristics of successful customer service such as, but not limited to, being a team player, customer/team focused, respectful to others, flexible and adaptive to change, a problem solver and a sense of responsibility for organizational success.
• Ensures a positive experience for all internal and external customers. Performs surveys, collects, and compiles data noting areas of strengths and weaknesses, creates action plans for those things that can be improved.
• Researches customer concerns in a timely fashion and articulates in a professional manner the status, possible means of resolution; involving Management Team as needed.

Regulatory and Privacy

• Responsible for processing Patient Amendment Requests in conjunction with clinical staff, Data Integrity department, and Compliance within the timeframe outlined in the HIPAA Privacy Rule.
• Conducts HIPAA privacy and security rounding in all areas throughout the facility.
• Identifies process improvement opportunities, develops action plans and reports results.
• Maintains knowledge and keeps current with State and Federal regulations such as the HIPAA Privacy Rule, Department of Health (Vital Records), The Joint Commission, and CMS. Performs other duties as assigned Complies with all Wellstar Health System policies, standards of work, and code of conduct.

Required Minimum Education

High School Diploma General or Associates Health Information Management-Preferred

Required Minimum License(s) and Certification(s)

All certifications are required upon hire unless otherwise stated.

Additional License(s) and Certification(s)

Required Minimum Experience

Minimum 3 years In a Health Information Management role, Patient Access Department or a Physician Practice/Clinic Required

Required Minimum Skills

Able to work independently in a fast-paced environment Excellent verbal and written communication skills Effective organizational skills, demonstrating attention to detail Excellent team building skills, effective communication, and a positive attitude Awareness of Joint Commission standards, State and Federal laws and regulations relative to the confidentiality and security of patient information and medical record documentation requirements. Knowledge of electronic health record systems and related workflow Computer skills to include Word, Excel, Email, and virtual meeting applications (Teams, Zoom, etc.)

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