Health Information Management Director

Minimum Qualifications

• Health Information Management experience with at least an Associate Degree and a minimum of 3 years supervising in the health information management field or equivalent experience or certification as determined by the agency.
• Bachelor’s degree or higher in a related field and/or RHIT or RHIA certification is preferred.

Special Knowledge, Skills and Abilities

• Knowledge of state and federal regulations governing the maintenance and release of protected health information, especially those related to mental health and substance abuse records.
• Knowledge of compliance concerns, including Security Risk Assessments, Breach reporting, and Employee HIPAA training/education.
• Proficiency with Microsoft Outlook, Teams, SharePoint, Word, Excel, and electronic health records.
• Ability to learn specialized software programs such as EHR, HIPAA Secure Now, and Policy Tech.
• Proficient in spreadsheet development, reporting from EHR systems, and other computer-related tasks.
• Strong oral and written communication skills with a focus on confidentiality and emotional intelligence.
• Ability to manage multiple projects, meet deadlines under pressure, and work collaboratively with clients, staff, the Board of Directors, vendors, and the public.
• Knowledge of third-party payers, billing codes, documentation requirements for Mental Health and Substance Abuse, Medicaid, Medicare, and private insurance.

About the role

Practices and promotes the Sanctuary model seven commitments: nonviolence, emotional intelligence, social learning, open communication, social responsibility, democracy, and growth and change.

Responsibilities

• Oversees daily operations and management of agency medical records, related systems, and compliance.
• Acts as project manager and/or lead for medical records-related and other agency project initiatives.
• Develops policies and procedures for the preparation, maintenance, completion, privacy, regulatory compliance (e.g., HIPAA, CARF, ODMHSAS), and retention of medical records; completes annual reviews and updates.
• Ensures creation and maintenance of electronic and/or manual logs, indices, and databases for accurate status and retrieval.
• Stays current with federal and state medical record and electronic health record laws and accreditation standards; monitors and communicates changes for organizational compliance.
• Performs regulatory and accreditation reviews for the Health Information Management Department; summarizes findings and reports results to leadership.
• Completes quality reviews of records and reports findings or deficiencies; partners with the quality performance auditor to address concerns.
• Provides technical assistance for health information services functions and clinical operations workflows.
• Provides consultation and monitoring of records maintained at other agency facilities; advises and trains on organizational information privacy compliance.
• Collaborates with the Controller to ensure staff have current credentials for billing services appropriately.
• Works with IT staff/consultants to assess risks and improve health information workflow, security, and privacy.
• Facilitates HIPAA Compliance new hire orientation and develops training and monitoring programs for employee awareness and compliance.
• Tracks, monitors, and completes annual reporting to the Office of Civil Rights regarding HIPAA breaches or as required by federal regulations.
• Participates in continuous improvement of agency processes and procedures.
• Collaborates with peers to plan, develop, implement, and support new or existing information applications, processes, and procedures that improve clinical operations.
• Meets with clients to discuss privacy concerns and reviews of medical records; assists staff with medical record-related questions and workflow concerns.
• Develops plans and methods for retention and destruction of medical records.
• Participates on agency teams such as the Sanctuary Core Team, Safety Committee, and Quality teams.
• Leads and manages health information technical staff, including performance evaluations and leadership responsibilities.
• Acts as the Corporate Compliance Officer, reporting directly to the Board of Directors.
• Supports a recovery-focused, welcoming service environment for individuals in need of behavioral health and/or co-occurring services.

Physical Requirements

• Ability to move between locations, bend, stoop, lift up to 25 pounds, communicate clearly, prepare written communications, present information, process complex information, and enter data into various programs.

Required Training

• New Hire Orientation
• Annual Harassment for Supervisors
• Annual Workplace Violence
• Annual Safety & Fire Training
• Annual Diversity Training
• Annual HIV Training
• Annual HIPAA and Confidentiality Training
• Supervisor Training as Assigned
• Sanctuary Initial and Two Annual Booster Trainings
• Other mandated training as assigned

Reports to

Director of Operations with dotted line reporting to the Clinical Director

Supervises

Health Information Management Techs and the Lead Health Information Management Technician

Employment Status

Exempt

Hours

Full time. Evening and/or weekend work may be required to meet position and business objectives.

Performance Appraisal Elements

• Quality of Work
• Teamwork/Cooperation/Cultural Competence
• Client/Customer Focus/Cultural Sensitivity
• Organizing, Planning, and Being Productive
• Dependability/Reliability/Attendance
• Leadership
• Decision Strength