PREFERRED EXPERIENCE:

• Prior HIM Experience
• Office and computer skills, Microsoft Word/Excel/PowerPoint

PURPOSE:

Under the general guidance of an HIM Supervisor and the HIM Management Team, the Health Information Management (HIM) Coordinator is responsible for monitoring the productivity, coordinating job functions, and supervising all department activities over assigned shifts. These activities can include File Area/Chart Prep/Chart Assembly/Scanning Activities, Correspondence Activities, QA/Indexing Activities, Transcription File, and Record Completion Activities. Location: Hamot Medical Center, Erie PA. Hours: Mon-Friday 7:30a-4p

RESPONSIBILITIES:

• Show initiative and offer assistance to all department customers and system personnel in the completion of the department’s goals.
• Participate in the recruitment, interviewing, and selection of new employees, and participate in ongoing employee performance evaluations.
• Maintain adequate staffing for responsible areas.
• Assist in establishing policies and procedures to increase the efficiency and effectiveness relating to functional areas of responsibility.
• Prepare and submit quarterly reports, which include all current and completed projects including status of project and objective.
• Provide orientation and ongoing training to staff. Write and deliver evaluations utilizing standards of performance.
• Update standards as procedure change and additional expectations are required.
• Provide daily briefing of activities to the Manager, and/or Associate Director, ensuring all outstanding issues are communicated and addressed at the end of each shift.
• Prepare a weekly status report highlighting the important aspects (i.e. progress, problems, etc) of each specific area of responsibility.
• Assign passwords and assist in completing access forms for ChartFlo Intelus, MS Outlook, MediPac, Dolby, LanVision, and MARS98.
• Coordinate and monitor the daily activities of assigned staff, providing guidance and leadership; develop opportunities for improvement, assuring that work schedules are maintained and productivity requirements are met.
• Ensure the security and safekeeping of medical information allowing access only to authorized persons, departments, and clinics through the implementation of policies and procedures.
• Serve as a contact to receive and follow up on all user problems, determine which problems can be handled internally, or if external support is needed from the Information Services Department and/or the vendor.
• Provide on call coverage to ensure adequate weekend and holiday staffing and ensure workflow during off-shift.
• Make patient care issues the first priority.
• Assume staff responsibilities whenever necessary.
• Contribute information regarding the status of various projects, accomplishments for each functional area, assist with development of goals for each functional area of responsibility as related to the Finance Committee Update, Business Plan, and Goals and Objectives of the Health Information Management Department.
• Enforce disciplinary measures, within limits of system policy, to employees when necessary.
• Monitor and expedite the completion of medical records, whether on paper or electronically, by attending and house staff physicians ensuring the preparation of accurate staff counts and physicians suspension lists for the Medical Records and Medical Executive Committee meetings.
• Manage the completed death certificates process in accordance with system policies and Commonwealth of Pennsylvania regulations.
• Recommend to employees any methods to improve performance.
• Protect the integrity and confidentiality of all data and information through physical and/or electronic means.
• Prioritize and distribute work assignments to staff, assuring timely completion.
• Identify opportunities, set objectives, and develop action plans to address problem issues.
• Supervise five to ten FTE’s.
• Prepare and maintain daily statistics pertinent of shift productivity and quality of performances. Statistics will be submitted daily/weekly to the Health Information Manager.
• Attend Management Team and Divisional CQI meetings and communicate information to staff as appropriate.
• Demonstrate a service-oriented approach to this position by conveying courtesy, respect, enthusiasm and a positive attitude for work responsibilities.
• Prepare and submit Quality Improvement reports covering pre-assigned indicators as required.
• Ensure that all equipment and systems are in working order, including performing routine maintenance functions according to standard procedures and notifying the appropriate personnel of problems.
• Maintain forms and passwords necessary to protect the security of departmental systems.
• A high school diploma, or equivalent, with 2 years supervisory experience is required.
• Prior HIM department experience with a minimum of three to five years would be considered in lieu of supervisory experience.
• The HIM Coordinator must demonstrate excellent organizational skills, communication skills, both verbal and written, and problem analysis.
• Ability to organize and direct work assignments.
• Health Information Management experience; a familiarity with the terminal digit number system; and knowledge of medical terminology is essential.
• Computer skills and experience using Windows is a must. Intelus, LanVision, MediPac, Dolby, and MARS experience is preferred.
• Outstanding analytical skills and the ability to problem solve is required.
• Ability to work under pressure in peak work periods while remaining calm and organized.
• Must be able to identify and analyze needs, recognize problems and take effective action to resolve them.
• The ability to elicit and practice cooperation and demonstrate positive morale and team effort is essential.
• Must be flexible in work schedule to meet the needs of the department.