Medical Records Director

Locations: Hoopa, CA

Type:Tribal

Salary Range:$63,648 to $89,933 / Per Year

Open Period:1/19/2024 to 6/21/2024

Summary:OPEN UNTIL FILLED. SALARY WILL DEPEND ON EDUCATION LEVEL, EXPERIENCE, AND CREDENTIALS.

We operate a medical clinic located on the Hoopa Valley Indian Reservation, partially funded by the Indian Health Service. The clinic is solely owned and operated by the Hoopa Valley Tribe. We are a Joint Commission accredited ambulatory clinic and behavioral health unit, with our Patient Centered Medical Home accreditation.

Our primary programs and services are outpatient medical, dental, pharmacy, outreach services, senior nutrition, ambulance service, a grant funded diabetes department, and behavioral health unit [which includes mental health and substance abuse]. Hoopa is located on the beautiful Trinity River in Northern California. Hoopa is a small community of approximately 3,500 residents primarily Native American.

Duties:FUNCTIONS & RESPONSIBILITIES: 1. Represents K'ima:w Medical Center as Custodian of Medical Records. 2.

Maintains security for all medical records. 3. Plans, organizes and supervises a program for the maintenance of medical records. 4. Responsible for oversight of Health Insurance Portability and Privacy Act (HIPPA) compliance within the Medical Records department. 5.

Assists in the revision and/or generation of KMC forms to be kept as a part of the permanent medical record. 6. Reviews the medical record to assure integrity, completeness, and compliance with KMC bylaws and legal requirements. 7. Selects, trains, evaluates and supervises personnel of the Medical Records department. 8.

Coordinates and reports on all QA/QI activity in Medical Records and Transcription. 9. Assists in fulfilling monthly and annual reporting requirements. 10. Assists the Medical Staff and its committees as needed. 11.

Prepares fiscal budgets for the Medical Records department. 12. Performs related tasks as required. 13. Must submit written monthly reports no later than 14 days after the end of the month. 14.

Must submit written goals and objectives long term and short term for each fiscal year to correspond to the annual budget preparation no later than May 1 of each year. Goals and Objectives should be consistent with Organization wide goals and objective; GPRA, State Review, HIPPA, the Indian Health Service RPMS survey, and JCAHO survey preparation and compliance. 15. Must submit written budget and capital budget for each fiscal year by May 1.

Must submit these including narratives for each line item. 16. Must submit an updated Scope of Service each year by June 1. 17. Must submit an updated Performance Improvement Plan for each year by October 1. 18.

Must participate in appropriate committees; Performance Improvement, Managers Meetings, and Staff Meetings. 19. At the end of each calendar year must submit an annual report no later than January 30. 20. Must provide self audits of Department work with documentation of deficiencies and corrections. 21.

Must provide customer satisfaction surveys if applicable. 22. Responsible for supervising. Leave must be approved, and substitute signature authority must be delegated. 23.

Budget preparation and planning due by May each calendar year. Responsible for fiscal accountability. Should meet about budget every three months with the Fiscal Department.

Be budget conscious and avoid fraud, waste, and abuse. 24. Time clock auditing and approving in preparation for each pay period. Auditing periodically for excessive leave, excessive tardiness and making employees accountable. 25.

Responsible for requisitioning of supplies and equipment for the department. Responsible for inventory and updating outdated equipment. 26. Responsible for travel requests to be presented to the Board or Administration. 27.

Responsible for semi-annual report (due July 31) and annual report (due January 31). 28. Responsible for data analysis of department work. 29. Responsible for planning changes in department. 30.

Negotiate higher pay for some positions and plan for in the budget. 31. Responsible for long-term and short-term Goals and Objectives for the Department. 32. Responsible for all Policies pertaining to the department.

Keeping policies current and up-to-date. 33. Responsible for final decisions about hiring new personnel for the department. Involved in the interview process including selecting staff to participate in interview, reviewing applicants, and deciding to re-advertise when needed. 34.

Responsible for orientation of all new employees to the department. Making new employees aware of core values of the department. A training and education plan will be drafted for all employees. 35.

Responsible for evaluations of employees annually, for new employees at 90 days, and every three months as needed to establish good work habits. 36. Ability to do presentations to the Board and Administration when needed. 37. Reference to drug policy of the Tribe. 38.

Never discusses patients or reprimands staff in front of others. 39. Participates in leadership meetings and team activities. 40. Communication delivered by presentations and public speaking SUPERVISORY RESPONSIBILITIES: • Directly supervises employees in the Medical Records Department.

Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, recommendations on hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. • Must complete employee evaluations and job descriptions updates by January 30 of each year. This to include competency requirements and training plans.

Submit to the Executive Secretary. • Must provide Department Specific Orientation to all new staff during the first day of work. Orientation must address all aspects of Environment of Care. A signature sheet for documentation shall be completed. • Must be responsible to make certain all staff are in compliance with CPR requirement, TB testing and immunization and any required certification. • Must provide monthly staff meetings for Department specific staff. Appropriate minutes of meetings must be kept.

Qualifications:PUBLIC RELATIONS/ADVANCED INTERPERSONAL SKILLS: Addresses clients by name; smiles when talking to clients, physicians, peers, and families; answers the telephone courteously and promptly; identifies self and department when answering the telephone using pleasant voice tone/verbiage; possesses excellent listening skills; interacts with clients and peers.

QUALITY IMPROVEMENT RESPONSIBILITIES: Responsible for helping to prepare, achieve, and maintain high quality healthcare. By serving on the various performance improvement subcommittees individual employees are directly involved in the generation or modification of policies & procedures that enable KMC to provide continuously improving healthcare.

COOPERATION: Must be a self-starter; seeks solutions; accepts constructive criticism; willing to adjust to changes; loyal to K'ima:w Medical Center. PROFESSIONALISM: Shows pride in personal appearance and grooming; displays a positive attitude about work; respects the confidentiality of clients; and is congenial with public and peers. INITIATIVE: Willing to participate in continuing education programs; asks questions; contributes during staff meetings; serves on K'ima:w Medical Center committees as appointed; demonstrates a desire for self improvement.

EDUCATION and/or EXPERIENCE: Registered Record Administrator (RRA) or Accredited Record Technician (ART) from a two-year college or technical school; and three (3) to five (5) years related experience. CERTIFICATES, LICENSES, REGISTRATIONS: • Current CPR. • Registered Record Administrator Credentials or Accredited Record Technician Credentials.

Work Type:Permanent, Full

Announcement #:MED REC DIR