HIM Operations Manager

Position Summary: Under limited supervision, directly plans and oversees the activities of the acute care hospital HIM operations. HIM staff engaged in prepping, scanning, quality control, validation, record analysis, physician suspension, EMPI monitoring and oversight of contracted services for release of information, transcription and record storage; ensures confidentiality and privacy of patient information following privacy rules and regulations. Essential Functions: Supervision Supervises and coordinates daily activities in the area of responsibility; monitors and reports productivity and quality standards; reassigns duties to meet the priorities and deadlines of the department. Tasks: Performs all work functions carried out by staff in areas of responsibility and provides coverage for critical functions when necessary to meet department turnaround times; fills temporary staffing vacancies. Coordinates and maintains work schedules for all staff in area of responsibility to assure adequate staffing. Monitors workflow to ensure all discharged patient records are available in our EHR within established timeframes. Interviews, recommends candidates for hire, orients, trains, disciplines and evaluates assigned personnel timely in a consistent and professional manner in accordance with Department and Hospital procedures. Promptly investigates any issues regarding the problems of delivery or retrieval of discharged records and locations of missing charts/reports. Monitors contracted services performance on a regular basis and troubleshoots issues with the vendor. Performance Improvement: Actively participates in the overall monitoring and improvement of the record processing area. Ensures compliance with areas of responsibility with all regulatory requirements for CMS, TJC and all other licensing organizations. Tasks: Ensures all functional areas of responsibility meet quality and productivity standards to meet established turnaround times. Ensures quality and performance standards are met according to established goals; prepares reports using electronic tools and presents detail and summary report to Director as requested. Monitors quality reviews of all staff in all functional areas at least monthly. Displays comfort in navigating and working within an electronic medical record environment. Develop, maintain and educate staff on policies and procedures for responsible areas. Leadership: Displays an understanding and an awareness of, and performs all duties in accordance with Departments and Hospitals Mission and Vision statements to provide a unified and spirited workplace assuring efficient and productive operations. Tasks: Level of Supervision Required: Works independently Contacts: Contacts, within or outside the Company, as a Company representative in a specialized area of knowledge or technical field. Requires considerable tact and discretion, and some persuasion to obtain approvals, consent and action. Type of Supervisory Responsibilities: Administrative Qualifications/Requirements Supervisor Responsibilities: Tasks: Can effectively cope with change. Embraces change and improvement in the work environment. Continuously seeks to improve the quality of services. Displays flexibility in dealing with new situations or obstacles. Achieves results on time by focusing on priorities and manages time efficiently. Provides ongoing training and education for staff development. Creates a climate in which people want to do their best; can motivate many kinds of direct reports and team or project members; can assess each persons strengths and use it to get the best out of him/her; pushes tasks and decisions down when appropriate; empowers others; invites input from each person and shares ownership and visibility; makes each individual feel his/her work is important. Communicate: Communicates with management and subordinates to assure accurate, efficient and prompt performance in the area of responsibility. Tasks: Keeps the Director informed and current on all important issues within area of responsibility. Summarizes departmental issues and presents solutions at appropriate department meetings. Conducts team meetings at least quarterly. Provide employee productivity/quality updates and training for improvements. Customer Service Ensures that the HIM Department meets the needs of its customer, including patients, medical staff, professional staff, auditors and others. Tasks: Handles physician and reviewers requests regarding chart audits, research review and board certification requirements maintaining HIPAA regulations, ensuring IRB protocol is followed and ensures excellent customer service. Responsible for handling customer service issues, including but not limited to, chart availability, record assignment, record completion, suspension, record storage, release of information and appropriate access to health information. Level of Supervision Required: Works independently Contacts: Contacts, within or outside the Company, as a Company representative in a specialized area of knowledge or technical field. Requires considerable tact and discretion, and some persuasion to obtain approvals, consent and action. Supervisor Responsibilities: Recommending Salary Actions Scheduling Granting Time Off Promoting Interviewing/Hiring Training/Developing Evaluating Job Performance Disciplining Directing/Assigning/Reviewing Work Terminating Qualifications/Requirements Basic professional knowledge; equivalent to a Bachelor''s degree; working knowledge of theory and practice within a specialized field Education/Knowledge: Experience: Minimum 3 years as a supervisor in a comparable setting and 5 years Medical Record experience working in an electronic record environment Certifications, Licenses, Registrations: RHIT or RHIA preferred Communication Skills and Abilities: Physical Demands and Working Environment Physical Demands: Work Environment Basic computer skills (Frequently) Cerner (Frequently) Healthstream (Rarely) Standard Office Equipment (Frequently) Medical terminology (Frequently) Critical thinking skills (Frequently) Automated transcription and dictation systems (Frequently) Excellent English composition and comprehension. (Frequently) Microsoft Office Suite (Frequently).

Created: 2025-11-15