HIM Coordinator

About the role

The HIM System Medical Record Forms (SMRF) and Research Access (RA) Coordinator supports the adoption and standardization of medical record forms across the health system to ensure legal and regulatory compliance and uniform documentation practices. This role serves as the gatekeeper for IRB and other approved access requests to support research activities and ensures compliance with established policies and procedures. The coordinator works closely with Legal and Risk Services, Accreditation and Regulatory Services, Institutional Review Board, Information Technology Services, and clinical leadership across the health system.

Responsibilities

• Demonstrates and maintains subject matter expertise regarding established medical record forms standards and related policies that impact regulatory compliance.
• Facilitates medical record forms submission requests and collaborates with forms sponsor to ensure access and training on DaVinci system to edit and proof forms.
• Ensures advance approvals are secured by Legal and Risk Services for all consent and authorization forms; involves System Privacy Officer for any privacy related forms, and ensures other non-clinical stakeholders have an opportunity to review forms as needed prior to presentation at System Medical Record Forms Committee.
• Prepares agenda and facilitates SMRFC monthly meetings; ensures agenda is sent to committee members for review three days in advance of the meeting.
• Expedites forms review and approval as needed through an electronic approval process when circumstances warrant.
• Collaborates with forms vendor and forms sponsor to ensure all SMRFC recommendations are completed prior to forms implementation.
• Reviews requests, and approves as appropriate, upload of medical record forms for on-demand printing and/or to initiate electronic build of new or existing forms in the electronic medical record; works closely with ITS support to ensure compliance.
• Works closely with translation services to ensure standardized language is included on patient-facing forms as well as translation into the top YNHHS languages in accordance with established polices.
• Serves as HIM gatekeeper for IRB approved research requests and ensures established protocols are followed prior to authorization and submission to ITS Security; follows-up with IRB to resolve any non-compliant requests.
• Supports Research Monitor access requests for representatives of pharmaceutical companies which are submitted by the Principal Investigator; provides access to medical records as appropriate in accordance with established protocols.
• Collaborates with director to ensure policies and procedures are developed and maintained to optimize forms control and research activities.
• Supports other HIM projects on request.

Qualifications

• Educational background: Bachelor of Science in Health Information Management (HIM), Business, or other related degree. HIM certification preferred.
• Experience: Minimum of three years of Health Information Management or related experience; working knowledge of HIM and computer applications in an electronic medical record environment.
• Licenses/Certifications: HIM certification preferred; not required.
• Skills: Thorough knowledge of requirements concerning medical record documentation to comply with accreditation and regulatory standards and health system policies. Strong computer skills and working knowledge of the Epic electronic medical record and intranet sites where medical record forms are maintained, uploaded, and/or developed electronically. Ability to function professionally with staff at all levels across the organization and lead a meeting with diverse attendees. Works well under pressure. Excellent time management and organization skills. Excellent verbal and written communication skills. Ability to efficiently organize, multi-task and prioritize work. Ability to demonstrate flexibility and adjust to changing environment.