Admin Mgr of HIM Operations

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General Description:

The OU Health System Administrative Manager of HIM Operations manages, directs and coordinates the day-to-day activities of centralized HIM services which includes Operations, Document Imaging, Data Integrity and Epic Chart Completion, as well as the additional responsibility of outsourced transcription services. Actively monitors employee performance and rewards or disciplines accordingly; addresses complaints; resolves problems; and actively oversees and manages production and quality control efforts.

Essential Responsibilities:

Responsibilities listed in this section are core to the position. Inability to perform these responsibilities with or without an accommodation may result in disqualification from the position.

• Provides direct managerial oversight to centralized Health Information Management services work queues, work processes, OU Health system Unbilled Management of missing or pending documentation and overall work responsibilities to include reaching out to medical staff for documentation needed.
• Works very closely with other Administrative Managers of HIM in accomplishing HIM goals and objectives established.
• Responsible for operational activities related to additional support for specific deficiencies needed for accounts going to or placed on hold by coding.
• Responsible for organization and oversight with the birth certificate process ensuring that exemplary customer service is provided to patient and families.
• Actively manages and monitors all HIM processes and functions according to productivity and quality standards established for those functions as appropriate.
• Insures ample cross training takes place upon hire as well as continuously with new processes or opportunities are identified.
• Selects, evaluates, trains and provides leadership and direction to reporting staff.
• Responsible for ongoing review and improvement of processes and services.
• Facilitates problem solving and collaboration with not only functional areas but other department that HIM interfaces within order to come up with more efficient ways or processes.
• Responsible for ensuring HIM staff compliance with established workflow guidelines as it relates to adding and reassigning accounts to work queues.
• Assists in the development of strategy, specific goals, objectives and budges and performance standards for centralized HIM services.
• Assists in identifying and implementing process improvements to decrease costs and improve service for applicable stakeholders.
• Promptly reports issues or trends to the appropriate Department Leadership or appropriate party.
• Completes and performs performance reviews for direct reports.
• Coordinates orientation, as well as cross training and ongoing education for centralized HIM services.
• Ensures that ample phone coverage for incoming calls is at all HIM locations.
• Ensures that all paper records that need to be sent to centralized scanning and indexing is coordinated with the hospital courier.
• Monitors workflow of all areas in HIM centralized services, floating HIM staff for coverage that are cross trained in that area.
• Monitors billing edit system HIM monitors and insures the HIM team completes them on a timely basis.
• Monitors, trends and reports HIM's Key Performance indicators as it relates to Chart Completion, Data Integrity, Document Imaging or other areas of responsibility.

General Responsibilities

• Other duties as assigned.

Minimum Qualifications:

Education: Bachelor's degree in Health Information Management required.

Experience: 3 to 5 years of progressive leadership experience with at least 1 year of experience in HIM leadership required. 3 or more years of experience in HIM preferred. Epic experience strongly preferred.

License(s)/Certification(s)/Registration(s) Required: Registered Health Information Administrator (RHIA) or Registered Health Information Technician (RHIT) required.

Knowledge, Skills and Abilities:

• Leadership - leads individuals and groups toward identified outcomes, setting high performance standards and delivering quality services.
• Critical thinking - actively and skillfully conceptualizing, applying, analyzing, synthesizing, or evaluating information gathered from, or generated by, observation, experience, reflection, reasoning, or communication as a guide to belief and action.
• Building and Maintaining Strategic Working Relationships - develops collaborative relationships to facilitate the accomplishment of work goals. Possesses excellent interpersonal skills in building, negotiating, and maintaining crucial relationships.
• Building Trust - interacts with others in a way that gives them confidence in one's intentions and those of the organization.
• Effective Operational Decision Making - relating and comparing; securing relevant information and identifying key issues; committing to an action after developing alternative courses of action that take into consideration resources, constraints, and organizational values.
• Adaptability - maintaining effectiveness when experiencing major changes in work tasks.
• Change management - able to adapt to change in environment and/or circumstances with a positive outlook; and adjusting effectively to work within new work structures, processes, requirements, or cultures.
• Initiative - independently takes prompt proactive steps towards problem resolution.
• Managing conflict - dealing effectively with others in an antagonistic situation; using appropriate interpersonal styles and methods to reduce tension or conflict between two or more people.
• Energy - consistently maintaining high levels of activity or productivity; sustaining long working hours when necessary; operates with vigor, effectiveness, and determination over extended periods of time.
• Stress tolerance - maintaining stable performance under pressure or opposition; handling stress in a manner that is acceptable to others and the organization.
• Organization - proactively prioritizes initiatives, effectively manages resources and keen ability to multi-task.
• Customer orientation - establishes and maintains long-term customer relationships, building trust and respect by consistently meeting and exceeding expectations.
• Work Independently - is self-supporting; not needing to rely on others to complete a job.
• Facilitation - ability to facilitate small to large groups of people at various organizational levels for purposes of planning, problem solving, or strategy development.
• PC skills - demonstrates proficiency in Microsoft Office applications and others as required.
• Technical Skills - thorough knowledge of medical record keeping requirements.
• Policies & Procedures - articulates knowledge and understanding of organizational policies, procedures and systems.
• Project Management - assesses work activities and allocates resources appropriately.
• Coach, Mentor, and Educate - provides timely guidance and feedback to help strengthen the knowledge/skill set of others to accomplish a task or solve a problem.

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