Health Information Management Services (HIMS) Supervisor

Tohono O•Sells, AZ

17h

About The Position

The Health Information Management Services (HIMS) Supervisor works within Tohono O'odham Nation Health Care (TONHC) Hospital and Clinics, under the general direction of the Chief Medical Officer. The position leads and supervises the HIMS Department, directs program operations, and establishes the strategic direction, mission, and vision for health information management across TONHC facilities. The role develops solutions to complex technical problems, establishes operational standards, evaluates program effectiveness, and ensures departmental functions operate effectively and comply with applicable requirements. The position may require temporary relocation to Sells Hospital, Santa Rosa Health Center, San Simon Health Center, or San Xavier Health Center. The Supervisor interprets national health record policies and standards for local application; develops and directs health record policies and procedures for paper and electronic records; and represents TONHC at local and national meetings. The position monitors compliance with applicable Joint Commission standards, HIPAA, the Privacy Act, and the Freedom of Information Act. It advises management and health centers on health information requirements, record adequacy, and medicolegal matters, and co-chairs the TONHC Health Information Management Committee with Medical Staff. The role oversees workflows, quality control, coding compliance, clinical-record review, statistical reporting, and required assessments and audits. It manages HIMS-related RPMS software packages and ensures the patient health record system is integrated and consistent across facilities. The Supervisor also supports data collection and analysis, EHR template review and approval, and planning for transition to the EHR. Responsibilities include responding to subpoenas as custodian of health records, preparing records for tort claims, and assisting with privacy training. The position supervises administrative and technical staff, including work planning and assignment, setting priorities and deadlines, coaching, addressing complaints, identifying training needs, interviewing applicants and recommending selections, and recommending personnel and disciplinary actions. The incumbent also supports equal employment opportunity goals, contributes to a team effort, and performs other job-related duties as assigned.

Requirements

Associate degree in Medical Billing and Coding or a closely related field, or an equivalent combination of education and experience.
Three years of supervisory experience in Health Information Management Services (HIMS).
Knowledge of Tohono O'odham culture, customs, and traditions.
Thorough knowledge of medical records administration and management, hospital operations, and applicable health-record policies, procedures, federal statutes, and legislation.
Advanced knowledge of health information management, including coding, medical terminology, documentation standards, EHR, and medicolegal issues.
Advanced analytical skills to solve problems across health-record management.
Knowledge of clinical medical practices and the ability to interpret and understand medical documentation and communicate effectively with clinical staff.
Practical knowledge of anatomy, physiology, medical procedures, and diagnoses.
Ability to plan, organize, and manage complex issues and to address technical problems systematically, including during medical or administrative emergencies.
Ability to communicate effectively orally and in writing with personnel at all levels, patients, agency staff, and outside entities.
Expertise in developing procedures, planning and monitoring studies involving data analysis, and preparing reports.
Knowledge of Public Law 94-437, Title IV of the Indian Health Care Improvement Act, PL 99-272, the Federal Medical Care Cost Recovery Act, the Drug Abuse Office and Treatment Act of 1972, and related hospital policies and procedures.
Knowledge of reimbursable insurance procedures and requirements, including interpreting individual and group health plan provisions.
Knowledge of coding procedures, including ICD-10 and CPT.
Thorough knowledge of the Resource Patient Management System (RPMS).
Expert knowledge of regulatory, licensing, and accrediting requirements and the medical/legal responsibilities associated with medical records, including EHR.
Expert knowledge of the relationships between medical-record programs and other medical-care services, and ability to evaluate or adapt procedures to changing requirements and practices.
Knowledge of supervisory personnel-management responsibilities, including recruitment, staffing, training, incentive awards, discipline, position classification, and pay administration.
Upon recommendation for hire, completion of a criminal background check and National FBI fingerprint check, including a 39-month driving record.
May be required to possess and maintain a valid driver's license, with no DUIs or major traffic citations within the prior three years; if driving is required, must meet tribal employer insurance requirements for a driver's permit.
Depending on department needs, may be required to demonstrate fluency in both Tohono O'odham and English as a condition of employment.

Nice To Haves

Registered Health Information Technician (RHIT) or Registered Health Information Administrator (RHIA) credential.

Responsibilities

Lead and supervise HIMS operations at TONHC Hospital and Clinics, ensuring effective operations and compliance with applicable requirements.
Set and carry out the strategic direction, mission, and vision for TONHC health information management services.
Interpret national health record policies and standards and formulate local policies and procedures for paper and electronic health records.
Represent TONHC Hospital and Clinics at local and national meetings.
Monitor health center compliance with applicable Joint Commission standards, HIPAA, the Privacy Act, and the Freedom of Information Act.
Provide leadership and guidance to TONHC facilities and ensure an integrated, consistent, and comprehensive patient health record system.
Develop, analyze, implement, and continually evaluate interdepartmental and intradepartmental procedures and workflows.
Evaluate program statistics and report program adequacy to management.
Advise management and health centers on health information requirements, health record adequacy, and medicolegal matters.
Co-chair the TONHC Hospital and Clinics Health Information Management Committee with Medical Staff.
Prepare medical statistical reports to support management and accrediting agencies in evaluating clinical care quality.
Assist the Compliance Officer with staff training on privacy standards, protected health information use and disclosure, individual rights, and administrative requirements.
Accept subpoenas as custodian of health records, review subpoenaed records for completeness and medicolegal requirements, consult with the TON attorney when necessary, and appear in court when required.
Prepare records for tort claims.
Review EHR templates against approval criteria and determine their acceptability for use.
Implement auditing mechanisms for coding compliance and develop and maintain a comprehensive HIMS internal quality-control system.
Manage HIMS-related RPMS software packages, including ADT, PCC, ROI, SPT, TIU, and other TONHC-developed HIM packages.
Review and technically evaluate clinical records for Joint Commission standards and state and federal vital-statistics reporting requirements.
Ensure diagnoses use standard terminology and that diseases and operations are coded using the appropriate classification for research and administrative evaluation.
Advise on efficient data-collection procedures, help staff define objectives based on available information, and recommend searches or special computer reports as needed.
Design and administer the health information program, manage work processes and personnel, and plan for transition to the EHR.
Conduct and submit specified Third Party Internal Controls self-assessments and audits to the CEO.
Plan and assign subordinate work, set priorities and schedules, establish deadlines, and assign work based on difficulty and employee capability.
Advise, counsel, and instruct employees on technical and administrative matters, and ensure competency files are current and meet TONHC Joint Commission requirements.
Recommend personnel actions, awards, and disciplinary actions; interview applicants and recommend selections; and hear or refer employee complaints.
Determine employee training and development needs and seek ways to address them.
Take positive steps to support equal employment opportunity and nondiscriminatory employee practices.
Contribute to a team effort and perform other job-related duties as assigned.