Health Information Management/Medical Staff Lead

American Advanced Management, Inc Sebastopol , CA 95472

Posted 2 months ago

Our mission is to provide all of our patients with the highest quality long term acute care and transitional care given in the state of California. We are committed to upholding a culture of shared values that provide dignity, growth, and value to our patients, employees and physicians.

We believe our hospital will provide a variety of quality services that will not only be an asset to the community but a distinct benefit to the surrounding acute hospitals.

It is our vision to become world recognized for our outstanding specialty and long term acute services accomplished through quality, innovation and leadership.

The Long Term Acute Care (LTCH) Division of Sonoma Specialty Hospital is designed to provide care of medically complex patients who have experienced catastrophic illness and/or multi-system failure and are in need of intense rehabilitation services and an extended stay in an acute care setting. These patients usually come directly from a Short Term Acute Care Hospital (STCH) and are in need of vent weaning and acute rehabilitation services for a longer period of time to recover and return to their optimal level of health. The average length of stay (ALOS) of these patients is a range of 25-35 days which is a longer than average stay at a Short Term Acute Care Hospital. Care for these types of patients is provided by RNs, Respiratory Therapists, Wound Care Nurses, Physical Therapists, Occupational Therapists, and Speech Therapists. Also a collaborative team of specialty physicians, psychologists, dieticians, and social workers will focus on an individualized goal for each patient to recover and reach their independence and optimum level of a missing piece in the continuum of care within the health care system.


The Health Information Management Department is a service-oriented department whose goal is to accurately, confidentially and legally maintains the medical record on patients seen at Sonoma Specialty Hospital. This includes proper handling of the medical record to ensure all departmental, regulatory and legal requirements are met regarding the medical record. Under the direction of the HIM Director, the HIM Operations/Medical Staff Lead is a working position that is responsible for the general oversight of the day-to-day operations of the HIM scanning and analysis areas. This includes ensuring daily record pick-up, scanning, digitization of medical records, analysis of medical records and assisting with medical staff duties that includes clinical verifications and transcribe minutes.

Job Qualifications

  • High school graduate or equivalent. Some college preferred.

  • Requires excellent office, analytical and organizational skills. Minimum of two (2) years of experience.

  • Experience with transcribing official meeting minutes.

  • Must have the ability to deal effectively with individuals at all levels of the organization.

  • At least four (4) years' experience required working in a hospital acute care medical records setting.

  • Knowledge of HIPAA regulations.

  • Must know terminal digit filing system and file records on shelves as needed.

  • Electronic Health Records system

  • High Speed Scanner

  • Basic computer skills preferably with Word and Excel.

  • Professional telephone etiquette

  • Fax Machine

Duties and Responsibilities (includes, but is not limited to the following):

  • Assemble/Prep inpatient and outpatient records and files the unit record in the appropriate area.

  • Ensures scanned records are uploaded to appropriate patient file in the Electronic Health Record (EHR)

  • Purges inactive records and works with storage company to facilitate transfer of records.

  • Files reports in correct medical record and chart order.

  • Assists in handling telephone requests for information including, requests from patients, SSH staff and physicians.

  • Retrieves charts for Quality Assurance audits and any other review or audit requests.

  • Pulls/files charts for internal/external customers.

  • Is accountable for following all rules, regulations and requirements for Privacy, Physical/Electronic security, and confidentiality as mandated by HIPAA statute.

  • Performs general clerical functions including filing, retrieval of records for physicians and others, copying records, and answering the telephone.

  • Performs other duties as assigned by manager/supervisor.

Knowledge, Skills and Abilities

  • Oversee HIM departmental staff by providing training and development support and approving timecards when needed.

  • Working knowledge of medical records, file systems, chart completion, personnel training and records management.

  • Maintain current knowledge of HIPAA and best practices regarding medical records

  • Ability to communicate effectively, written and verbal.

  • Ability to prioritize multiple tasks and meet multiple deadlines under pressure

  • Ability to work independently with little supervision and as a team member.

  • Reads, writes, speaks and understands English.

  • Ability to organize, transcribe meeting minutes, document and maintain records for medical staff meetings.

  • Ability to compose original reports, and maintain confidentiality

  • Quick learner.

  • Ability to prioritize workflow from urgent to non-urgent.

  • Speed, consistency and accuracy in tasks

  • Interpersonal skills sufficient to work closely with others on a team

  • Ability to demonstrate flexibility in work environment, performing a variety of frequently changing tasks.

  • Sustain concentration and prolonged commitment to job task.

  • Ability to understand, carry out and remembering instructions.

Education, Licensure and/or Certifications

  • High School graduate or equivalent. Some college
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Health Information Management/Medical Staff Lead

American Advanced Management, Inc