HIM Operations Coordinator

Hennepin Healthcare•Minneapolis, MN

11d•Hybrid

About The Position

Provides the HIM Operations department leaders and staff with the necessary coordination, guidance, qualitative analysis, and administrative support to ensure compliance with regulatory requirements. Works under minimal supervision and at a level that uses considerable independent judgement, discretion, administrative skills, and the ability to prioritize multiple requests/initiatives.

Requirements

Associate's degree in Business, Management, or Health Information Management/Technology
3-5 years of progressive office experience in coordinating departmental projects, providing oversight and direction to office staff, and development of department policies and procedures
Ability to work independently and effectively self-motivate with minimum guidance or supervision
Ability to multi-task and work well in high-stress situations
Ability to communicate in a professional, clear, succinct, and tactful manner both verbally and in writing
Must possess strong interpersonal skills and be able to understand directions and respond to inquiries
Excellent clerical skills including good organizational, priority setting, and time management skills
Knowledge of personal computer systems and various software, including effective use of all Windows-based applications such as Word, Excel, OneNote, and Power Point
Demonstrated typing competency 40 WPM
Knowledge of electronic health records and ancillary systems
Knowledge of recommended or best practice as it relates to record keeping and health information management

Nice To Haves

Previous work experience in a medical setting, preferably using Epic software
Familiar with various aspects of Health Information Management
Registered Health Information Administration Technician (RHIT) or Registered Health Information Administration (RHIA)

Responsibilities

Assists in planning and monitoring daily operations and ensures adequate coverage of HIM Operations tasks
Works with Manager and/or Supervisor to develop workflows and contingency plans for each function of the department to assure timely and accurate completion of work
Continually monitors and evaluates workflows and output, apprising Manager and/or Supervisor of any need for systems adjustment, updates and/or improvement when necessary
Verifies the quality of the scanning and indexing of documents and other work as needed
May recommend the implementation of HIM policies and procedures, assists in their development, and evaluates and modifies existing procedures to increase department efficiency
Provides/performs departmental administrative duties to support HIM Operations leadership and staff, including screening/triaging telephone calls, maintaining calendars, handling incoming mail, maintaining department tidiness and organization, and planning/coordinating special events within the department
Performs customer service duties and greets internal and external customers by phone, email, and in person in a professional and friendly manner, projecting a positive image
Actively listens to patient/customer concerns, complaints, issues, and grievances to achieve satisfactory response/resolution at point of contact
Coordinates and ensures timely and accurate completion of all Medical Record Amendment requests, Accounting of Disclosures requests, Release Restriction requests, Potential Identity Theft complaints, and MyChart Proxy access requests
Investigates patient identity issues
Performs data integrity analysis and chart corrections in accordance with policy and procedures
Runs, analyzes, and summarizes HIM performance and quality reports for Manager and/or Supervisor
Maintains the Release of Information Requestor database
Investigates provider and staff complaints regarding HIM workflows and processes
Ensures proper inventory of patient charts in formats outside the electronic health record such as paper, microfiche, etc.
Provides backup coverage for staffing needs in the HIM department on an as-needed basis. In particular this may require after hours coverage for on call assistance
Assists HIM Manager and/or Supervisor in completing monthly or quarterly audits in regard to quality indicators for the HIM department
Assists Manager and or Supervisor with providing external reviewers with limited access into the electronic health records for chart review. This includes assigning patient charts utilizing inbasket messaging in Epic
Prepares and distributes formal correspondence, meeting agendas and minutes, and departmental publications
Prepares statistical and/or annual reports as requested by state, federal, or other regulatory agencies
Provides orientation, oversight, and mentoring to HIM Operations staff and trains and/or cross-trains staff in all department functions and workflows on a day-to-day basis
Functions as a subject matter expert and departmental resource in HIM, serving as a liaison with other departments as needed
Assists the HIM Operations Manager and/or Supervisor with administrative duties and attends meetings in their absence
Assists in the coordination of new staff on-boarding, off-boarding, and other matters affecting their employment
Steps into other HIM staff responsibilities during an absence as needed, including processing requests for medical records for continuing care requests, record retrieval, document imaging, data integrity, and birth certificates
Coordinates medical record research and external reviews/audits, obtaining network and system access for reviewers, auditors, and others as needed
Assists in managing the HIM Operations department’s use of space, equipment, and supplies (including cubicles, conference rooms, office supplies and inventory, and office equipment)
Serves on various committees as assigned in support of HIM Operations
Ensures compliance with federal, state, and local regulations
Performs other duties as assigned