Supervisor Non-clinical

About the Role

The Health Information Management (HIM) Supervisor provides daily leadership, oversight, and continuous improvement for the hospital's document imaging and indexing operations. This role ensures patient health information is accurately scanned, indexed, quality-reviewed, and made available in the electronic health record (EHR) in a timely manner to support safe patient care, regulatory compliance, and revenue cycle performance.

Responsibilities

• Leadership and Operations
  • Direct and supervise the daily operations of the HIM Department.
  • Plan, assign, and prioritize departmental workload to meet established turnaround times.
  • Monitor productivity, staffing levels, and workflow to ensure operational efficiency.
  • Develop staffing schedules and coordinate coverage for vacations, leaves, and high-volume periods.
  • Conduct regular staff meetings and communicate organizational initiatives and departmental goals.
  • Foster a culture of accountability, teamwork, customer service, and continuous improvement.
• Staff Management
  • Recruit, interview, onboard, train, coach, and mentor departmental employees.
  • Complete performance evaluations and establish individual performance goals.
  • Monitor attendance and productivity while addressing performance concerns in accordance with hospital policies.
  • Identify educational needs and coordinate ongoing staff training.
  • Maintain departmental competency assessments.
• Quality Assurance
  • Establish and monitor quality standards for scanning and indexing accuracy.
  • Conduct routine quality audits to identify indexing errors and opportunities for improvement, providing feedback to employees regularly.
  • Develop corrective action plans to improve quality and reduce errors.
  • Monitor document turnaround times and ensure timely availability of patient records.
• Electronic Health Record Management
  • Ensure accurate scanning, indexing, and validation of patient documentation within the EHR.
  • Collaborate with Epic analysts and Information Technology on document imaging workflows and system enhancements.
  • Assist in testing software upgrades and workflow changes.
  • Maintain document retention and destruction practices in accordance with organizational policy.
• Compliance
  • Ensure departmental compliance with HIPAA Privacy and Security Regulations, CMS Conditions of Participation, Joint Commission standards, and state and federal medical record regulations.
  • Participate in internal and external audits.
• Revenue Cycle Support
  • Partner with Patient Access, Coding, Clinical Documentation Improvement (CDI), Case Management, and Patient Financial Services to ensure documentation is available for coding and billing.
  • Resolve document management issues that may delay claims processing or reimbursement.
  • Monitor document availability metrics impacting revenue cycle performance.
• Additional Duties
  • Assist with departmental budget preparation.
  • Monitor and order supplies and equipment needs.
  • Serve on hospital committees as assigned.
  • Participate in emergency preparedness and downtime procedures.
  • Represent HIM Director when unavailable.
  • Perform additional duties as assigned.

Requirements

• Minimum 2 years of progressively responsible experience in Health Information Management.
• Minimum of 2 years of supervisory or leadership experience.
• Experience using Epic.
• Experience with document imaging and indexing software.

Qualifications

Preferred Certifications:

• Registered Health Information Administrator (RHIA)
• Registered Health Information Technician (RHIT)
• Certified Electronic Health Records Specialist (CEHRS)

Skills

• Thorough knowledge of document imaging and indexing workflows.
• Knowledge of Health Information Management practices.
• Understanding of revenue cycle operations.
• Knowledge of HIPAA, Joint Commission, and CMS regulations.
• Strong leadership and employee development skills.
• Excellent organizational and time management abilities.
• Strong analytical and problem-solving skills.
• Ability to interpret productivity and quality data.
• Effective written and verbal communication skills.
• Advanced computer skills including Microsoft and Epic.
• Ability to manage multiple priorities in a fast-paced healthcare environment.

Key Performance Indicators (KPIs)

• Scanning turnaround compliance
• Indexing accuracy rate
• Quality audit score
• Productivity per full-time employee
• Backlog volume
• Overtime utilization
• Employee engagement and retention
• Customer satisfaction
• Compliance audit results
• Revenue cycle documentation timeliness

Pay

Compensation range: $23.80 - $34.62 per hour. This range is based on minimum job qualifications and considers factors such as education, experience, skills, certifications, internal equity, and market competitiveness. Geographic location may modify the range.

Benefits

• Medical, dental, and vision insurance
• Pharmacy benefits
• Discretionary annual bonuses and merit increases
• Flexible Spending Accounts (FSA)
• 403(b) savings match
• Paid time off
• Career advancement opportunities
• Resources to support employee and family well-being

Schedule

Full Time