Deficiency Analyst / Administrative Coordinator

Deficiency Analyst / Administrative Coordinator

Job Category: Administrative Requisition Number: DEFIC001770

Posted: June 9, 2026

Full-Time

Huggins Hospital Wolfeboro, NH 03894, USA

Description

Under the immediate supervision of the HIM Operations Manager, is responsible for providing quality service to all customers (patients, physicians and employees) who require assistance from the HIM department. Services might include physician support, release of information, audit support, document imaging/scanning and other technical functions. Provides Administrative support to THHM Facility, Medical Director, VP of Client Services, Regional Medical Director, and the THHM Provider Staff ensuring that all needs are being met. Responsible for accurately identifying and accounting for each patient seen by the THHM hospitalist providers.

Position Function and Duties:

• Record Processing: Preps, scans and indexes health records into Electronic Health Records (EHR) while maintaining a 98% accuracy rate on a quarterly basis. Locates records appropriately in the EHR location system. Retrieves discharged health records on a daily basis from Day Surgery, Med Surge, ICU and Emergency Department. Retrieves hospitalist charge sheets from the Hospitalist work area (fishbowl).
• Customer Service: Point of contact for HIM department for all in-coming calls, transfers calls as appropriate, will take accurate and concise messages for processing. Assist customers coming into the department and directing them to appropriate resource as needed. Retrieves health records for internal and external customer reviews/audits.
• Essential Responsibilities: Responsible to carry out duties as directed by TeamHealth. Communicating regularly with the designated TeamHealth supervisor while following and maintaining patient confidentiality at all times, as appropriate with HIPAA compliance standards. Ensure that correct billing information and any updates get sent to the TeamHealth Billing Ctr. Coordinate completion of all clinical documentation from providers, and work with Medical Director to ensure complete documentation and signatures. Alert Director of an activity or process change that deviates from current process. Maintain and achieve individual target goals for the facility designated by the Director.
• Administrative Responsibilities: Responsible for scheduling monthly Administrative meeting, provider meeting, preparing agenda and taking minutes. Facilitate provider scheduling changes and notification. Collect, track key data and completion of dashboards and GMS Updates. Message and mail distribution and any other miscellaneous duties assigned by leadership (e.g. brochure distribution, marketing, Call Back Program, PCP Notification Program, etc.).
• Operational Responsibilities: Obtain a copy of the in-patient records for each patient upon discharge. Batch Processing: Be sure each record contains the following prior to batch processing: Physician chart, including H&P, Discharge Summary, all daily progress notes, etc., Hospital Face Sheet including patient demographic info, Insurance information with copy of insurance card when available, physician's orders, and Code Sheets. Batch is then assembled with all complete records reconciled to the discharge report and then shipped to the TeamHealth Billing Ctr. Administrative Coordinator will be responsible to identify and retrieve all missing or incomplete records in a timely manner. If record is incomplete the TeamHealth Supervisor and HM Director needs to be notified.
• Distribution of Reports: Retrieves and distributes reports from copier on a daily basis. Reviews and processes incoming and outgoing mail.

Organizational Expectations:

• Attendance: Attendance is an essential job function; employee comes to work daily, on time, and completes scheduled shift
• HIPAA: facilitates to maintain patient confidentiality
• Internal communication: contributes to positive team performance and a culture of service excellence through effective communication, active listening, and respect
• Interpersonal relationships: maintains appropriate interpersonal relationships with staff, patients, and visitors at all times. Works as a team member with other departments.
• Safety: Practices workplace safety daily

Employee Engagement:

• Actively participates in all hospital Service Excellence initiatives and trainings
• Attends and participates in a minimum of 50% department staff meetings and signs off on review of 100% department staff meeting minutes
• Completes all required annual education on or before the due date

Knowledge Skills and Abilities: Individuals must possess these knowledge, skills, and abilities or be able to explain and demonstrate that they can perform the primary functions of the job, with or without a reasonable accommodation, using some combination of skills and abilities and possess the necessary physical requirements, with or without a reasonable accommodation, to safely perform the essential functions of the job.

• Minimal physical effort required with occasional light lifting to a maximum of 25 pounds; stooping; and pick, pinch, type, or otherwise work primarily with fingers
• Ability to effectively manage considerable mental stress
• Ability to express or exchange ideas by means of the spoken word
• Ability to receive detailed information through oral communication
• Ability to communicate effectively with co-workers and convey information in a clear, concise and accurate manner
• Familiarity with computer and other business machines

Qualifications:

At least 3 years of health care office experience

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

Huggins Hospital