Health Information Manager

Signature HealthCARE, LLC•Calvert City, KY

About The Position

Oakview Nursing and Rehabilitation Center is a 100-bed facility operated by Signature HealthCARE, a family-based healthcare company providing skilled nursing, rehabilitation, assisted and memory care, and home-based services. The Health Information Manager maintains 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 long-term retention. It ensures records are accurate, timely, complete, secure, and compliant; manages paper and electronic documentation; coordinates record requests; conducts documentation audits; and advises staff and leadership on health information standards and regulations. As Compliance Liaison, the role supports compliance communications, education, risk assessment, and escalation of potential violations.

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.
Ability to meet the stated physical and sensory requirements and work in the described environment.

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

Manage medical records from admission through discharge and, where applicable, long-term storage, 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.
Prepare and label paper documents for offsite long-term storage, assist in locating stored information, and order retrievals as needed.
Follow up with hospitals and external providers to obtain documentation after transfers or appointments.
Track physician visits, obtain missing visit notes, and escalate delays to facility management.
Conduct routine documentation audits, present findings in daily morning meetings, follow up on deficiencies, and incorporate results into QAPI reporting.
Forward record requests to facility management within 24 hours of receipt and communicate with requestors as needed.
Retrieve and release records in response to approved requests, following company policy and confidentiality standards.
Serve as a subject matter expert for staff and leadership on health information management standards and regulations.
Serve as the facility Compliance Liaison and assist with the annual compliance risk assessment, annual compliance education, distribution of the code of conduct and compliance policies, and monthly compliance newsletters and tips.
Escalate allegations of Code of Conduct or policy violations to the compliance office, communicate with 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 that improve customer experience, workflow, or the work environment.
Complete other special projects and duties as assigned.