Medical Records Administrator (Assistant Chief (ACHIM)

Department of Veterans Affairs•Tuscaloosa, AL

51d•Onsite

About The Position

This position is in the Health Information Management section under Health Administration Services at the Tuscaloosa VA Medical Center. The Tuscaloosa VAMC is in West Alabama, where the facility is situated on a beautiful campus of 125 acres with 25 major buildings. TVAMC provides Primary Care, Long-term health care, and mental health care services to eligible Veterans in the VA Southeast Network (Veteran Integrated Service Network (VISN) 7. Major duties and responsibilities are as follows: The incumbent serves as the Assistant Program Manager of Health Information Management (APMHIM) in a medical facility of complexity level 2 or 3, with responsibility for the supervision of all HIM functions. Is a full assistant to the Program Manager of Health Information Management (PMHIM). Keep current on emerging issues and trends in the HIM field, including process improvement initiatives for HIM, the electronic health record, coding, health record documentation analysis, transcription/speech recognition, release of information, file room/scanning programs, and health information exchange. Keeps the PMHIM, management and clinical staff abreast of changing technology in electronic systems used to collect, process, code, protect and store health information. Provides effective audits and monitors for all areas of responsibility, assuring that accurate and timely data is processed by all employees. Reviews work accomplished and assesses quality, quantity, accuracy and timeliness of work produced by each employee. Ascertains problems encountered and takes corrective action. Develops performance standards and conducts performance evaluations. Develops and conducts competency assessments. Responsible for carrying out established personnel functions and practices. Keeps employees informed about important aspects of personnel management programs. Formulates and initiates performance standards. Interviews prospective employees, recommends selection, and carries out training and development of assignments, awards or disciplinary action. Approves leave and establishes work schedules. Implements provisions of EEO programs to ensure fair and equal treatment for all employees. Is a subject matter expert on 0675 and 0669 qualification standards and how to appropriately apply them. Provides administrative support to other HIM Supervisors/Leads by aiding in the selection, training and evaluation of section employees. Provides technical guidance to the various HIM unit supervisors. Additionally, is responsible for determining the need for and extent of training personnel outside HIM about the health record and its format. Assists the PMHIM with the development, evaluation and updating of office procedures, manuals, policies and directives. May be required to develop training materials and continuing education programs. Training programs developed and conducted by employee may include medical terminology, health record documentation requirements, coding, transcription, records management, release of information, Privacy Act and HPIAA. Assistance is also provided in formal and informal service training and orientation of house staff as well as other members of the health care team regarding health record functions and quality content. Incumbent in this position provides consultation and management support to the above units to ensure smooth operation of a customer-focused, forward-thinking and efficiently managed department. In the absences of the PMHIM, incumbent functions as Acting Program Manager of the Section and is responsible for overall management of the Sections' program and function. Incumbent aids with the overall effective administration and planning of the HIM program throughout all areas of the facility in order to give maximum support to the staff in the treatment of patients. Performs audits and analyses, preparing and presenting findings and recommendations to the PMHIM, Service Line Leaders and designees. Performs documentation corrections. Documentation errors consist of retracting erroneous notes, re-titling notes, assigning notes to or removing from consult requests. Problem solves improperly identified documents with clinicians, Clinical Applications Coordinators (CAC) and others who report problems. Analyzes workflow to determine potential problem areas and makes recommendations to correct these areas and improve coordination between the various units. Obtains, organizes, files, and retrieves reports, correspondence, and financial data for use in preparing status reports, briefings, and presentations. Identifies and recommends ways of eliminating, combining, simplifying, or improving procedures and processes.

Responsibilities

Serves as the Assistant Program Manager of Health Information Management (APMHIM)
Supervises all HIM functions
Keeps current on emerging issues and trends in the HIM field
Provides effective audits and monitors for all areas of responsibility
Develops performance standards and conducts performance evaluations
Carries out established personnel functions and practices
Provides administrative support to other HIM Supervisors/Leads
Assists the PMHIM with the development, evaluation and updating of office procedures, manuals, policies and directives
Provides consultation and management support
Functions as Acting Program Manager of the Section in the absences of the PMHIM
Aids with the overall effective administration and planning of the HIM program
Performs audits and analyses, preparing and presenting findings and recommendations
Performs documentation corrections
Analyzes workflow to determine potential problem areas and makes recommendations