Supv Health Information Mgmt

Job Code: SU1557

The Health Information Supervisor manages all day-to-day HIM workflows at Prince William and Haymarket, including document imaging, release of information, record completion, and record retention. The role also includes reporting key metrics, serving as custodian of medical records, and contributing to policy development on confidentiality, security, and retention. The Supervisor hires and develops staff, ensures quality and productivity, supports regulatory readiness, and collaborates with other departments to resolve workflow issues.

About us

We are ushering in a new era of healthcare where achieving good health is just the beginning. At UVA Community Health, part of the world-class UVA Health academic health system, we are committed to caring for the whole person by building meaningful connections with our patients in the local setting of UVA Health’s community hospitals, outpatient locations, and provider offices. By combining our team’s talent and expertise, the breadth of capabilities across the entire UVA Health system, and our dedication to community wellness, we are bringing expert care close to home.

As a member of the UVA Community Health team, individuals contribute to patient care decisions, support advanced medical technologies, and experience the satisfaction of making a difference in people’s lives every day.

JOB TYPE

Classification: Non Exempt

Supervises Positions:

JOB SUMMARY

Under the direction of the HIM Manager, the Health Information Supervisor is responsible for developing, implementing, maintaining, and monitoring information management standards and systems to support the patient record and ensure compliance with policies and Joint Commission, CMS, and other regulatory requirements. The Supervisor of HIM has the primary responsibility to manage, direct and coordinate the activities related to all HIM workflows within the facility. This includes the oversight of all processes and staff relating to prepping scanning and indexing of paper documents to incorporate them into the EMR, quality analysis of scanned documents in any record scanning application/electronic medical record system, birth and death registries, management of release of information workflows, record deficiency analysis and physician completion, and retrieval, archiving and destruction of medical records. In conjunction with the HIM Manager, the Supervisor assists in facilitating HIM Committee Meetings, calculating, and reporting key HIM metrics. The Supervisor serves as custodian of medical records, representing the facility in court proceedings as required. The Supervisor participates in the development of health information management policies and procedures on release of information, confidentiality, information security, information storage and retrieval, and record retention. The HIM Supervisor is responsible for hiring, growing, and developing employees, ensuring quality and productivity metrics are maintained by the team through regular process audits and periodic team evaluations. The HIM Supervisor participates in regulatory survey preparedness and activities to include ensuring facility audits areas appropriate. Foster working relationships with other departments to ensure timely resolution related to any issues within these workflows.

QUALIFICATIONS

Education:

Associate's Degree required, Bachelor's Degree preferred.

Experience:

Minimum of 3 years of experience in health information management required. Minimum of 2 years of experience in a supervisory role required. Internal Candidates: A combination of the above qualifications and proven success will be considered within HIM leader discretion. Refer to the Life Support Training Policy for additional details.

Licensure:

RHIT or RHIA preferred.

Additional Skills/Requirements Required:

• Experience with fostering strong relationships with members of a medical staff
• Knowledge of Joint Commission, CMS, and other related regulations that pertain to medical record/hospital records
• Must be comfortable in a computer-based workflow environment
• Should have a strong working knowledge of HIPAA requirements
• Must have the ability to multitask and work independently with limited supervision
• Ability to drive/travel to multiple locations/facilities

Additional Skills/Requirements Preferred:

• Experience with the EPIC EHR and/or Hyland On Base scanning application

Competencies:

• Communications: Works with internal staff and customers to handle EHR requests.
• Handles record requests and scans/logs them into the EHR system as appropriate.

• Escalates any record release issues through the appropriate chain of command to avoid missing deadlines.

• Quality: Follows document scanning policies/procedures/standards as applicable.

• Reviews each scanned image/batch for image quality and accuracy against any upstream mapping/indexing policies/procedures/standards.
• Performs a page-to-image comparison across any scanned image, as appropriate.
• Reviews, reconciles, resolves, and approves any and all images contained in applicable document imaging work queues, as applicable. Follows up and troubleshoots issues, as appropriate.

• Clears any and all issues/approves all scanned documents for accuracy in preparation for physical document destruction.

• Technical Competence: Performs work within established turnaround time metrics/goals.

• Understands how to apply HIPAA rules/regulations/policies/procedures to all record release situations.
• Scans any paper documents into the scanning/imaging software application/EHR.
• Reviews/works any electronic document imaging queues to assure appropriate indexing/mapping has occurred and updates, as appropriate.
• Handles collection of monies related to on-site release of information medical record request invoices.

The incumbent may be asked to perform additional duties as assigned.

PHYSICAL DEMANDS

Physical Demand Code:

Light to Medium Physical Demand: The job requires frequent sitting and standing, occasional walking, and bending/stooping. Proficient communicative, auditory, and visual skills. Ability to lift/push/pull up to 50 lbs. occasionally. For any weight over 35 lbs., use Safe Handling Equipment. This job description may not include all assigned duties, responsibilities, or aspects of the job described. It may be amended at any time at the sole discretion of UVA Community Health.

OTHER

• May require the use of safety equipment, such as HEPA mask, for infection prevention: Yes
• On call responsibilities as directed: Yes
• Ability to travel between campus buildings, remote facilities, and out of town as needed: Yes