Health Information Management Supervisor

Caring Health Center•Springfield, MA

About The Position

The Health Information Management Supervisor oversees the daily operations of the Medical Records/Health Information Management department. The position is responsible for maintaining accurate, complete, secure, and accessible patient health records in 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 with clinical, administrative, billing, and other departments to support timely and accurate health information management. The role reports to the IT Applications Director and is full-time, non-exempt, with hours of 8:30 a.m. to 5:00 p.m. An associate degree in Health Information Management or a related field is preferred; RHIT certification is strongly preferred or required. Salary range: $60,000 to $80,000 per year. The supervisor oversees medical record processing, maintenance, scanning, indexing, filing, retrieval, and release, whether performed by an outsourced vendor or in-house staff. The role monitors record completion, accuracy, productivity, turnaround times, and workflow; supports EHR and document-management processes; and helps ensure appropriate record retention and destruction. The supervisor also trains, schedules, and evaluates staff, supports audits and quality assurance, resolves record-related issues, and maintains departmental policies and procedures. The position requires compliance with Caring Health Center’s Standards of Conduct, Compliance Program, and policies and procedures. Compliance is considered as part of the position’s performance evaluation. Physical duties include extended sitting and computer work, keyboarding, handling documents, occasional lifting and carrying of approximately 5–20 pounds, and standing, walking, bending, and reaching as needed. The role may require movement between organizational sites.

Requirements

Previous experience in medical records, health information management, or a healthcare setting.
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.
RHIT certification is strongly preferred or required.

Nice To Haves

Associate degree in Health Information Management or a related field.
Prior supervisory or lead experience.
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.

Responsibilities

Ensure adherence to turnaround times and supervise work product within the HIM department.
Use the electronic health record system for inquiries, data entry, and data transmission; monitor staff productivity, accuracy, and timely filing of patient-related paperwork.
Scan and index documents into the electronic health record system.
Route patient-related forms for signature and ensure their 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 by outsourced vendors or in-house staff.
Ensure medical records are complete, accurate, properly organized, and maintained according to organizational standards.
Monitor and audit Release of Information requests 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 health information activities with clinical, coding, compliance, billing, and other departments.
Maintain departmental policies and procedures and recommend improvements when appropriate.
Assist with EHR processes, data integrity, scanning/indexing, and document management.
Prepare reports and statistics related to medical records and departmental performance.
Train employees on 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, and work with IT to improve and expand supporting technologies for medical records processing.
Evaluate, improve, and redesign departmental workflows.
Perform other duties as assigned.
Comply with Caring Health Center’s Standards of Conduct, Compliance Program, and policies and procedures.