Description

Job Schedule: Full Time
Standard Hours: 40
Job Shift: Shift 1
Shift Details: 8-4:30 with travel between the Farmington location and Torrington

Work where every moment matters. 

Every day, over 30,000 Hartford HealthCare colleagues come to work with one thing in common: Pride in what we do, knowing every moment matters here. We invite you to become part of Connecticut’s most comprehensive healthcare network. 

The creation of the HHC System Support Office recognizes the work of a large and growing group of employees whose responsibilities are continually evolving so that we and our departments now work on behalf of the system as a whole, rather than a single member organization.
With the creation of our new umbrella organization we now have our own identity with a unique payroll, benefits, performance management system, service recognition programs and other common practices across the system.

Position Summary:

Under the supervision of the Health Information Management (HIM) Site Manager or System Manager, follows up on all activities of the local HIM department;  Supervise and maintains the daily activities of Regional operations; which includes process and workflows, quality assurance and improvement initiatives, and supervision and competency of staff; Teach and educate staff on new systems and monitor for same. Local operations may include, release of information, scanning records and transcription services, analysis of record completion, and birth registry. 

Job Responsibilities:

Key Areas of Responsibility:

1. Daily Operation – Allocate work assignments to staff for each respective job function within HIM.  Coordinate daily work plan with HIM Site Manager and staff to ensure timely processing of work; Communicates goals and objectives and effectively directs team to achieve desired outcomes; Manages workflows to ensure maximum productivity and quality standards; Resolve processing problems, collecting data to monitor and report on dashboard, carry an assigned workload and fill in as necessary; Processes high priority request as needed and ensures staff is compliant with HIPAA by logging all cases in Epic’s (ROI) tracking module, determines appropriateness of all requests, fulfill them in a timely manner; Assist in preparing staff schedule to ensure coverage; Assist with reconciling HHC Bank of America (BOA) lockbox 419394 report to monitor payment transactions; Completes monthly reports as needed or requested by Manager. Collaborate with Manager to create or revise standard work practices for all aspects of HIM operations on an as needed basis; Provides support to team projects and participates intra-departmental projects, Leads or serves on recurring workgroups, special project and leadership meetings. In collaboration with Manager, receives and PTO requests and acts upon same.
2. Customer Service – Respond, follow up with customer complaints. Communicates (educates, updates, responds to inquiries) from customers (patients, attorneys, law enforcement, auditors, insurance company reps and other members of the HHC team) effectively and efficiently in a professional and courteous manner regarding requests, as needed, providing high quality customer service via phone/fax/mail or in-person. Properly respond to emails, voicemails and reports significant issues to Manager.                                       

Serve as a subject matter expert in processing denials including but not limited to: Medicare Recovery Audit Contractor (RAC), Target Probe & Educate (TPE), Comprehensive Error Rate Testing (CERT), Payment Error Rate Measurement (PERM), Supplemental Medical Review Contractor (SMRC), Coding Validation Review, Physician Advisor appeals, etc. Serve as a subject matter expert in Cobius Audit Manager and assist in reconciling financial data in Cobius to provide accurate reporting. Monitors hospital billing (HB) and professional billing (PB) work queues to minimize preventable denials associated with timely submission of health record documentation. Processes State of CT Department of Public Health (DPH) Investigational requests, with notification/coordination with Risk Management. Interact with DPH Audit Staff in a timely and courteous manner. Processes request from Risk Management for patient safety. Processes and monitor request from HHC Legal claims; Expedites urgent requests for protected health information as needed.

Creates a supportive and positive environment for staff, promoting motivation, teamwork and high performance levels; Establishes performance expectations of staff, coaches, develops and mentors and evaluate performance; Schedules, conducts regular individual and team meetings to disseminate information, performance feedback and development.

3. Performs Quality Assurance checks of work performed by ROI, Scanning, Analysis and Birth Registry; Monitors medical record documentation quality and escalates issues appropriately; Performs routine and ad HOC analyses, audits, reporting, and workflow studies to ensure HIM operations optimization.  Analyzes and reports findings internally and externally to departments to ensure all HHC guidelines are followed appropriately. 
4. +Education – Actively participate in educational programs and training initiatives; Provides ongoing training and education to facilitate staff development. Implements individual performance expectations; coaches, develops, and provides input to performance evaluations to enable employees to be successful in contributing to the achievement of individual and work group objectives. Performs appropriate follow-up to assure adequate performance.
5. Performs other duties as assigned.

Working Relationship:

# of Workers Responsible for: # Direct Reports 5-10

Nature of Supervision: Day-to-day supervision of HIM staff and stand work within their region and facilities.

Internal: Direct supervision of HIM staff. Strong working relationships with medical staff, unit and program managers, quality management, risk management, and leadership team.

External: Strong working relationships with external customers, patients, families, legal representatives, regulators, surveyors, attorneys, etc.

Qualifications

Requirements and Specifications:

Education:

Minimum:

• Associate’s degree in Health Information Management or enrolled in a Health Information Management program
• In lieu of HIM degree, 5+ years of HIM experience

Preferred: Bachelor’s Degree

Experience:

Minimum:

• 2+ years in Healthcare or HIM operations
• Knowledge of Joint Commission, CMS and HIPPA guidelines.
• 2+ year experience using an electronic medical record (EHR) system.  
• Proficiency using Microsoft office (Word and Excel, power point)
• Medical Terminology

Preferred:

• 4+ years in Healthcare or HIM operations, with at least 1 year supervisory experience.
• Comprehensive understanding of Joint Commission, CMS and HIPPA guidelines.
• 4+ years’ experience using an electronic medical record (EHR) system.  
• Previous Epic experience

Licensure, Certification, Registration:

• RHIA, RHIT preferred.

Language Skills:

• Must be able to speak, read and write English

Knowledge, Skills, and Ability Requirements:

• Strong quantitative, analytical and problem solving skills to make appropriate and timely decisions.
• Excellent organizational skills to balance multiple priorities of highly detailed information.
• Superior communication and customer service skills to effectively communicate to all levels across the system, internal and external.
• Time management skills to efficiently and effectively meet goals and objectives.
• Ability to adapt to a fast paced work environment
• Ability to establish and maintain cooperative working relationships with other departments and sites.

We take great care of careers.

With locations around the state, Hartford HealthCare offers exciting opportunities for career development and growth. Here, you are part of an organization on the cutting edge – helping to bring new technologies, breakthrough treatments and community education to countless men, women and children. We know that a thriving organization starts with thriving employees-- we provide a competitive benefits program designed to ensure work/life balance. Every moment matters. And this is your moment.

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