Health Information Manager

Signature HealthCARE, LLC•Cookeville, TN

About The Position

The Health Information Manager assists in maintaining residents’ medical records in accordance with facility policies and state and federal regulations, and serves as the facility’s designated Compliance Liaison. The role manages medical records throughout their lifecycle, from admission through discharge and, where applicable, long-term storage, ensuring accuracy, timeliness, completeness, security, and regulatory compliance. The position also supports staff and leadership as a subject matter expert in health information management standards and regulations. The Compliance Liaison supports communication with the compliance office and assists with compliance education, surveys, policy distribution, newsletters, tips, and escalation of potential violations. The position also participates in customer service and process improvement initiatives and may undertake other projects and duties as assigned. This position is with Signature HealthCARE of Putnam County, a 175-bed skilled nursing facility providing short-term rehabilitation and long-term care. Signature HealthCARE describes its services as spanning skilled nursing, rehabilitation, assisted and memory care, and home-based services. The organization emphasizes person-directed care, quality outcomes, learning, spirituality, and intra-preneurship.

Requirements

Associate degree or higher in Health Information Management, Healthcare Administration, or a related field from an accredited college; extensive Health Information experience may be considered in lieu of a degree.
At least two years of experience in a healthcare facility.
Knowledge of legal, ethical, and professional practice standards applicable to Health Information Management.
Knowledge of medical terminology, anatomy and physiology, and regulatory requirements.
Strong analytical, critical-thinking, and problem-solving skills.
Intermediate to advanced skills in Microsoft Word, Excel, PowerPoint, and Outlook.
Professionalism and personal integrity, with the ability to exercise independent judgment and maintain confidentiality.

Nice To Haves

Registered Health Information Technician (RHIT) or Registered Health Information Administrator (RHIA) credential.
Experience in a skilled nursing facility or other long-term care setting with Health Information Management.
Experience with an electronic medical record (EMR) system and/or MatrixCare.

Responsibilities

Maintain residents’ medical records in accordance with facility policies and state and federal regulations.
Manage medical records throughout their lifecycle, including admission, discharge, and retention in long-term storage where applicable, ensuring accuracy, timeliness, completeness, security, and regulatory compliance.
Upload paper-based patient records to the electronic chart promptly upon receipt.
Maintain organized auxiliary clinical and administrative records in accordance with company retention policy for legal discovery, reporting, and internal reference.
Prepare and label paper documents for long-term storage, send records to offsite storage according to retention schedules, and assist with locating and retrieving stored information.
Follow up with hospitals and external providers to obtain documentation after transfers or appointments and ensure it is included in the patient chart promptly.
Track physician visits, obtain missing visit notes, and escalate delays to facility management to support regulatory compliance.
Conduct routine documentation audits, present findings at daily morning meetings, follow up on deficiencies, and incorporate results into QAPI reporting.
Forward all record requests to facility management within 24 hours of receipt and communicate with requestors as needed.
Retrieve and release records in response to approved medical record requests, following company policy and confidentiality standards.
Serve as a subject matter expert for staff and leadership on health information management standards and regulations.
Act as the facility’s Compliance Liaison.
When requested, remind stakeholders to complete the annual Compliance risk assessment survey and annual Compliance education by the due date.
When requested, distribute the Code of Conduct, compliance policies, monthly Compliance Newsletter, and Compliance Tips to stakeholders.
Escalate allegations of violations of the Code of Conduct or policies to the compliance office and assist with compliance investigations when requested.
Serve as a communication channel to and from the compliance office and assist the compliance officer with compliance questions.
Provide positive customer service to internal and external customers.
Identify and participate in process improvement initiatives to improve customer experience, workflow, or the work environment.
Meet the stated physical and sensory requirements and work in the described environment.
Perform other special projects and duties as assigned.