Supervisor

Job Details:

The Supervisor, Health information Management coordinates all activities and manages staff relating to the scanning process of all medical records for the acute care facilities in the Bon Secours Charity Health System. Responsibility also includes working close with all clinical areas that are performing point of service scanning to ensure proper scanning technique. This position requires working closely with the internal courier service to ensure the proper pickup and delivery of all paper records to the centralized department. This position is responsible for the management of personnel to include hiring, on-boarding, development, coaching, performance evaluations and any terminations. This position is also responsible for resource management in their respective area to include scheduling staff to meet the needs of the department. Most importantly, this position is ultimately responsible for the accuracies of their staff in scanning records and documents as appropriate for proper patient care, meet regulatory standards and to ensure proper reimbursement. Responsible for projecting the need for capital equipment, vendor researching and obtaining necessary quotes for administrative approval.

RESPONSIBILITIES:

• Assists in the implementation of new scanning systems including equipment and workflow processes.

• Works closely with departments about timely collection of medical record documents.

• Ensures rapid scanning turnaround times to optimize the usability of ConnectCare and patient care.

• Develops policies, procedures and training materials necessary to train new staff and will serve as a resource for all staff. Updates training material as standards and policies change.

• Manages all staff including schedules, training, recruitment and adherence to work and organization standards.

• Develops and monitors quality and productivity standards for all work.

• Ensures proper maintenance of all equipment including scanners, copiers, printers and fax machines.

• Coordinates with the ConnectCare Document Management team with ensuring documents reflect scanning needs, including format and bar codes, to optimize workflow and legibility.

• Coordinates with HIMS Administrative Director and/or Document Management team regarding best placement (hierarchy, index, etc.) of documents into ConnectCare.

• Trains users and provide follow-up training when required.

• Monitors workflow and adjusts as needed.

• Functions as a liaison between clinical departments and appropriate ConnectCare team to troubleshoot issues.

• Maintains open issues list with ConnectCare Document Management team.

• Processes medical necessity letters from Electronic Health Record (EHR); works closely with care management with any variances.

• Facilitates destruction of scanned documents in accordance with policy.

• Coordinates the tracking of scanned records with Iron Mountain.

• Facilitates the printing of generic bar coded coversheets necessary for scanning.

• Facilitates return of original DNR's and Death Certificates to appropriate destination.

• Provides daily operational oversight to ensure optimal customer service levels.

• Works closely with each of the supervisors of the special service lines and HIMS leadership to ensure any administrative issues or concerns are being appropriately addressed and resolved to meet facility expectation.

• Performs weekly employee timekeeping functions necessary for accurate submission of payroll information into Kronos in a timely manner. Works with Payroll Coordinator when corrections are needed.

• Evaluates and initiates personnel actions as appropriate.

• Demonstrates knowledge of the principles of growth and development of the life span and possesses the ability to assess data reflective of the patient's status and interprets the appropriate information needed to identify each patient's requirements relative to his or her age, specific needs and to provide the care needed as described in departmental policies and procedures, indirect patient care.

• Coordinates Death Report out of Redwood to LifeNet and Medical Services "file room".

• Ensures proper discharge status on all deaths with System Coding Manager and/or designee.

• Coordinates external medical record reviews with auditors via Kiosk.

• Represents HIMS in interdisciplinary meetings, special projects and assignments as requested by the Administrative Director of HIMS.

• Processes all invoices for proper payment. Uses the Lawson and ImageNow systems appropriately.

• Orders supplies needed in all functional areas of the HIMS department.

• Performs other duties as assigned.

QUALIFICATIONS / REQUIREMENTS:

Experience:

• Minimum three years experience with document imaging in a medical office or hospital setting.

• One to two years experience with electronic medical records.

Education: A high school diploma or GED is required.

Licenses / Certifications: RHIT preferred.

Other: Demonstrated project management expertise

About Us:

Good Samaritan Hospital

Good Samaritan Hospital in Suffern, NY, is a 286-bed hospital providing emergency, medical, surgical, obstetrical/gynecological and acute-care services to residents of Rockland and southern Orange counties in New York; and northern Bergen County, NJ. The hospital is home to a recognized cardiovascular program, comprehensive cancer-treatment services, the area's leading Wound and Hyperbaric Institute and outstanding maternal/child services that includes a Children's Diagnostic Center. Good Samaritan Hospital also provides social, psychiatric and substance-abuse services and its certified home-care agency supports residents of the Hudson Valley and beyond.

Benefits:

We offer a comprehensive compensation and benefits package which includes:

• Health Insurance

• Dental

• Vision

• Retirement Savings Plan

• Flexible Saving Account

• Paid Time Off

• Holidays

• Tuition Reimbursement