Health Information Management Administrator 3

Health Information Management Administrator 3

Supervises, directs, and evaluates the activities of Health Information Management Technicians 1 and 2 and clerical support staff. Manages and oversees the day-to-day operations of a health information management program in a facility to ensure compliance with local, State, and federal guidelines and laws. Coordinates, administers, and assists with the implementation of new and/or upgraded electronic health record systems; monitors facility and health recordkeeping staff utilization; and recommends systems enhancements to technical and clinical staff. Analyzes, monitors, and oversees the review, maintenance, and use of health records for completeness and accuracy. Performs privacy and security risk assessments of health record-keeping systems; and consults with appropriate facility staff for resolution. Resolves issues regarding diagnostic codes for laboratory agencies and Medicaid and Medicare reimbursements. Prepares for, coordinates, and participates in regulatory agency surveys of health records maintenance and use. Oversees health records storage and retention systems and programs. Directs and implements health record information policy and health information management initiatives, and ensures adherence to changing State and federal laws, standards, and regulations. Revises and updates health information policy manuals and health records from creation through destruction in accordance with State Archive and Records Administration. Serves as Health Insurance Portability and Accountability Act (HIPAA) liaison to facility staff, external third parties, and outside agencies; coordinates and implements HIPAA privacy regulations; and reviews, revises, and disseminates facility policy, procedures, and guidelines regarding protected health information. Heads or participates on committees regarding clinical and administrative policies and procedures governing health records and pertaining to health information; and addresses issues raised by committees.

The Health Information Management Administrator 3 (HIMA 3) will oversee the health information management program for Bernard Fineson DDSOO (BFDDSO) and ensure that the department remains in compliance with applicable State and Federal regulations. It is expected that HIMA 3 will: manage the day-to-day operations of BFDDSO's medical records program; plan, implement, and maintain systems for acquiring and preserving individuals' medical records; supervise and train subordinate staff in the facility medical records and health information management department; and participate in Statewide Communities of Practice and Initiatives for the HIM department. The HIMA 3 will also interpret State Operations policy and procedure and develop local policy as appropriate. This position requires excellent communication, computer and organizational skills, in addition to familiarity with OPWDD's electronic health record (EHR) and TABS systems.

Under the supervision of the Treatment Team Leader, the incumbent will function as the Health Information Management Administrator with duties to include:

• Function as BFDDSO's HIPAA Liaison, including responsibilities of reporting HIPAA breaches, being the lead contact regarding any litigation, providing HIPAA refresher in-service trainings to staff to ensure their compliance with HIPAA. Additionally, ensures appropriate responses are provided to Release of Information (ROI) Requests, Subpoenas, and any legal document requests, and are documented as per policy.
• Function as BFDDSO's lead for death investigations and mortality reviews, ensuring records are secure and complete within 24 hours of the event; secure needed hospital records, ensure compliance with investigatory deadlines, and follow ROI checklist to release information to necessary entities (OIIA, NYSJC, etc.).
• Interpretation of Statewide policy for BFDDSO application, and development of local policies when necessary. This responsibility includes provision of training, and technical support / assistance to teams regarding appropriate records management; this may include travel to residential and day programs to ensure compliance.
• Oversight and review of Electronic Health Records (EHR) for accuracy; this will include provision of feedback to staff and processing of EHR deletion forms as necessary.
• Oversight of TABS billing, including ensuring Room & Care billing is billed and that TABS discrepancy reports are provided and addressed weekly. Oversight of admissions and removals from BFDDSOs programs to ensure an accurate census is maintained.
• Ensuring timely dissemination of Excess Assets Management Report monthly.
• Function as BFDDSO's US Census Bureau Liaison and lead contact for the Consolidated Fiscal Review (CFR) Audit.
• Function as BFDDSO's lead for various databases, including maintaining databases and documents for those who have provided consent for SHINY / Healthix and Patient Portal in EHR, as well as those individuals with legal guardianship and pre-needs planning.
• Supervision of Health Information Management Department staff
• Participation in Local and Statewide committees and communities of practice. This may include travel within NYS to other OPWDD locations for statewide initiatives.
• Will serve as an Administrator on Duty (AOD) on a rotational basis.
• Responsibilities will include Litigation hold.
• Must ensure required SLMS trainings are up to date by supervised staff.
• Other duties as assigned.

Open Competitive: Current certification by the American Health Information Management Association as a Registered Health Information Administrator (RHIA); and two years of full-time professional (post-RHIA) health information management experience.

Transfer: Candidates must have one year of permanent competitive or 55-b/c status in the posted title and be eligible for lateral transfer; OR be eligible to transfer via Section 70.1, 70.4, or 52.6 of Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). HELPS Program titles may be filled via a non-competitive appointment. This means that you do not need to take an exam to qualify, but you do need to meet the minimum qualifications of the title. At a future date (within one year of permanent appointment), employees hired under NY HELPS are expected to have their permanent non-competitive employment status converted to permanent competitive status. You will not have to take an exam to gain permanent competitive status.

Preference will be given to OPWDD employees impacted by closures. If you are being impacted by closure, please indicate this on your resume. All OPWDD employees must be eligible and maintain eligibility for full and unconditional participation in the Medicare and Medicaid programs. Continued employment will depend on maintaining eligibility.

If you are employed by state government you may be able to receive loan forgiveness under the Public Service Loan Forgiveness Program (PSLF). The PSLF Program forgives the remaining balance on Direct Loans after 120 qualifying monthly payments have been made under a qualifying repayment plan while working full-time for a qualifying employer. For more information on PSLF, please visit

Employees on long term leave can bid on positions but must be able to report to work within fourteen (14) days and be able to perform the essential functions of their positions with or without reasonable accommodation (RA).

If an employee or job applicant believes that they need a reasonable accommodation, they should contact the Reasonable Accommodation Unit at View phone number on click.appcast.io or email View email address on click.appcast.io to obtain information and RA forms.

Savings programs such as the U.S. Savings Bond and the College Savings Plan.

Voluntary pre-tax savings programs such as Health Care Spending Account and the Dependent Care Advantage Account offer employees options to pay for uncovered health care expenses or dependent care expenses.

Access to the Employee Assistance Program (EAP) an assessment and referral service that connects employees with local service providers and support services to address their personal needs.

Life insurance and Disability insurance.

The New York State Deferred Compensation Plan is a voluntary retirement plan that offers employees the option to invest a part of their salaries for retirement on a tax-deferred basis.

Paid Holidays and Leave:

• Thirteen (13) paid holidays each year.
• Thirteen (13) days of paid vacation leave initially.
• Five (5) days paid personal leave each year.
• Thirteen (13) days of paid sick leave each year (PEF/CSEA), which may carry over from year to year.
• Up to three (3) days professional leave each year to participate in professional development events.

Health Care Coverage:

• Employees and their eligible dependents can choose from a variety of affordable health insurance programs. Employees are provided family dental and vision plans at no extra cost.

Paid Parental Leave allows eligible employees to take up to 12 weeks of paid leave at full pay for each qualifying event. A qualifying event is defined as the birth of a child or placement of a child for adoption or foster care.

Retirement Program:

• Participate in The NYS Employees' Retirement System (ERS), which is recognized as one of the best-managed and best-funded public retirement systems in the nation.