HIM Operations Coordinator

HIM Operations Coordinator

Hennepin Healthcare is an integrated system of care that includes HCMC, a nationally recognized Level I Adult Trauma Center and Level I Pediatric Trauma Center and acute care hospital, as well as a clinic system with primary care clinics located in Minneapolis and across Hennepin County. The comprehensive healthcare system includes a 473-bed academic medical center, a large outpatient Clinic & Specialty Center, and a network of clinics in the North Loop, Whittier, and East Lake Street neighborhoods of Minneapolis, and in the suburban communities of Brooklyn Park, Golden Valley, Richfield, and St. Anthony Village. Hennepin Healthcare has a large psychiatric program, home care, and operates a research institute, philanthropic foundation, and Hennepin EMS. The system is operated by Hennepin Healthcare System, Inc., a subsidiary corporation of Hennepin County. Equal Employment Opportunities: We believe equity is essential for optimal health outcomes and are committed to achieve optimal health for all by actively eliminating barriers due to racism, poverty, gender identity, and other determinants of health. We are committed to equitable care and working in an environment that celebrates, promotes, and protects diversity, equity, inclusion, and belonging. We are committed to bringing in individuals with new cultural perspectives to assist in creating a more equitable healthcare organization.

We are currently seeking a HIM Operations Coordinator to join our HIM Operations team. This full-time role will primarily work hybrid (Days and on call occasionally). Purpose of this position: Provides the HIM Operations department leaders and staff with the necessary coordination, guidance, qualitative analysis, and administrative support to ensure compliance with regulatory requirements. Works under minimal supervision and at a level that uses considerable independent judgement, discretion, administrative skills, and the ability to prioritize multiple requests/initiatives

Responsibilities:

• Assists in planning and monitoring daily operations and ensures adequate coverage of HIM Operations tasks
• Works with Manager and/or Supervisor to develop workflows and contingency plans for each function of the department to assure timely and accurate completion of work
• Continually monitors and evaluates workflows and output, apprising Manager and/or Supervisor of any need for systems adjustment, updates and/or improvement when necessary
• Verifies the quality of the scanning and indexing of documents and other work as needed
• May recommend the implementation of HIM policies and procedures, assists in their development, and evaluates and modifies existing procedures to increase department efficiency
• Provides/performs departmental administrative duties to support HIM Operations leadership and staff, including screening/triaging telephone calls, maintaining calendars, handling incoming mail, maintaining department tidiness and organization, and planning/coordinating special events within the department
• Performs customer service duties and greets internal and external customers by phone, email, and in person in a professional and friendly manner, projecting a positive image
• Actively listens to patient/customer concerns, complaints, issues, and grievances to achieve satisfactory response/resolution at point of contact
• Coordinates and ensures timely and accurate completion of all Medical Record Amendment requests, Accounting of Disclosures requests, Release Restriction requests, Potential Identity Theft complaints, and MyChart Proxy access requests
• Investigate patient identity issues
• Performs data integrity analysis and chart corrections in accordance with policy and procedures
• Runs, analyzes, and summarizes HIM performance and quality reports for Manager and/or Supervisor
• Maintains the Release of Information Requestor database
• Investigate provider and staff complaints regarding HIM workflows and processes
• Ensures proper inventory of patient charts in formats outside the electronic health record such as paper, microfiche, etc.
• Provides backup coverage for staffing needs in the HIM department on an as-needed basis. In particular this may require after hours coverage for on call assistance
• Assists HIM Manager and/or Supervisor in completing monthly or quarterly audits in regard to quality indicators for the HIM department
• Assists Manager and or Supervisor with providing external reviewers with limited access into the electronic health records for chart review. This includes assigning patient charts utilizing inbasket messaging in Epic
• Prepares and distributes formal correspondence, meeting agendas and minutes, and departmental publications
• Prepares statistical and/or annual reports as requested by state, federal, or other regulatory agencies
• Provides orientation, oversight, and mentoring to HIM Operations staff and trains and/or cross-trains staff in all department functions and workflows on a day-to-day basis
• Functions as a subject matter expert and departmental resource in HIM, serving as a liaison with other departments as needed
• Assists the HIM Operations Manager and/or Supervisor with administrative duties and attends meetings in their absence
• Assists in the coordination of new staff on-boarding, off-boarding, and other matters affecting their employment
• Steps into other HIM staff responsibilities during an absence as needed, including processing requests for medical records for continuing care requests, record retrieval, document imaging, data integrity, and birth certificates
• Coordinates medical record research and external reviews/audits, obtaining network and system access for reviewers, auditors, and others as needed
• Assists in managing the HIM Operations department's use of space, equipment, and supplies (including cubicles, conference rooms, office supplies and inventory, and office equipment)
• Serves on various committees as assigned in support of HIM Operations
• Ensures compliance with federal, state, and local regulations
• Performs other duties as assigned

Qualifications:

Minimum Qualifications: Associate's degree in Business, Management, or Health Information Management/Technology 3-5 years of progressive office experience in coordinating departmental projects, providing oversight and direction to office staff, and development of department policies and procedures -OR- An approved equivalent combination of education and experience

Preferred Qualifications: Previous work experience in a medical setting, preferably using Epic software Familiar with various aspects of Health Information Management Registered Health Information Administration Technician (RHIT) or Registered Health Information Administration (RHIA)

Knowledge/ Skills/ Abilities: Ability to work independently and effectively self-motivate with minimum guidance or supervision Ability to multi-task and work well in high-stress situations Ability to communicate in a professional, clear, succinct, and tactful manner both verbally and in writing Must possess strong interpersonal skills and be able to understand directions and respond to inquiries Excellent clerical skills including good organizational, priority setting, and time management skills Knowledge of personal computer systems and various software, including effective use of all Windows-based applications such as Word, Excel, OneNote, and Power Point Demonstrated typing competency 40 WPM Knowledge of electronic health records and ancillary systems Knowledge of recommended or best practice as it relates to record keeping and health information management

You've made the right choice in considering Hennepin Healthcare for your employment. We offer a wealth of opportunities for individuals who want to make an impact in our patients' lives. We are dedicated to providing Equal Employment Opportunities to both current and prospective employees. We are driven to connect talented individuals with life-changing career opportunities, enabling you to provide exceptional care without exception. Thank you for considering Hennepin Healthcare as a future employer.