Medical Records Supervisor jobs in Racine, WI

This position is responsible for providing supervision and direction for the department’s administrative functions in the areas of Medical Records, Release of Information, HIPAA, Compliance, Continuous Quality Improvement (CQI), Credentialing, Interpretation Services, and Reception.  This individual will work closely with the HS Supervisor - Fiscal Support and the HS Manager - Administrative Services to assure that the department meets all federal, state, and local regulations for compliance and the security of consumer records.
 
SUPERVISION
This position directly supervises an administrative support team comprised of front desk receptionists, medical records clerks, in-house interpreters, and an administrative analyst by carrying out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing and making recommendations for hiring employees; training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving issues.

SCHEDULE

Division:  Administration
Days:  Monday - Friday
Work Hours: 8:00 a.m. - 4:30 p.m.
Hours Per Shift: 8
Shifts Per Pay Period:  10
Position FTE:  1.00

 

This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.
 

Provide supervision and direction for administrative analyst, interpreting, reception, and medical records staff.

Direct day to day operations of the compliance and medical record services within the department including purchasing, release of information and maintenance and security of the consumer record duties.

Evaluate the status of consumers through systems management, customer service questionnaires, consumer complaints and medical records review.

Manage the department reception function assuring coverage for the department phone, reception, mail, and communication functions during all hours of operation. Ensure all legal and required postings in the lobby areas are available and up to date.

Maintain an in-house transcription resource to address long term needs for dictation.

Maintain internal and external interpretation resources and related policies and procedures.

Oversee the credentialing of therapists and prescribers for billing purposes within the outpatient clinic.

Provide orientation to new department staff on the EHR system, HIPAA, confidentiality, and records expectations, as well as general agency onboarding information for new hires.

Plan, develop, and assign annual compliance trainings, ensuring all department staff fulfill training requirements.

Oversee the department’s electronic health record (EHR) system in the areas of records retention, confidentiality, and release of information and ensure that all employees follow state and federal guidelines in these areas.

Oversee the security of the consumer’s health record and assure timeliness for opening, closing, and release of records.  Perform the risk management function related to the quality of the health record and adherence to Federal regulations for the release of information.

Create and maintain a system for scanning and archiving the department’s legacy medical records that meets the federal requirements for record retention and access.  Secure microfiche and scanned documents in a manner that provides an appropriate level of access for department staff.

Oversee routine audits of internal programs that are billed through the department for records management compliance and for State or Federal audit readiness.

Complete regular audits of EHR user access, confidential client chart access, and the scanning of medical records into the electronic database. Review and approve confidential consumer status and maintain confidential consumer database.

Coordinate open records requests, ensuring a timely response and appropriate information is released in accordance with laws and regulations.

Serve as the Civil Rights and Compliance Officer as well as the HIPAA Privacy and Security Officer for the department and representative for the Countywide work team. Develop and maintain agency compliance policies and participate in the development of policies and procedures for compliance with federal and state laws.

Collaborate with staff and the Information Technology department to ensure IT security regarding HIPAA compliance and Civil Rights Compliance (CRC).

Maintain the departmental record of any HIPAA violations and investigate potential violations. Coordinate with internal and external partners for timely, complete, and thorough responses to any audits or investigations.

Prepare monthly, quarterly, and annual reports on compliance issues for Director and Deputy Director, Health & Human Services Board and other committees as required by state and federal mandates. Lead the agency’s Compliance Committee, provide recommendations, and support the implementation of updates within the agency.

Oversee the department’s continuous quality improvement (CQI) program initiatives, including monitoring and progress reporting of existing program areas. Identify new areas for CQI development and implement program initiatives and processes with staff.  

Demonstrate a commitment to county safety and risk management efforts.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 

Education and/or Experience
Associate’s degree or formal preparation equivalent to a two-year program in a business related field, and four to five years of relevant prior experience.  Bachelor's Degree preferred.  Proven knowledge of medical records, HIPAA, compliance standards, budget process and measurable performance outcomes. Experience in customer services with providers and stakeholders. Knowledge of state, federal and local laws/regulations. Supervisory experience required. Proven experience in quality improvement techniques, ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals as well as ability to compute rate, ratio and percent and to draw and interpret bar graphs. Knowledge of Trauma Informed Care principles is essential.
 
Interactions & Communication
Provides specialized information and/or recommendations to others regarding an area of expertise.
 
Decision Making 
This position has authority to make decisions that are within general procedures and protocols; supervision is available as required or requested.  These decisions directly impact performance in the job and/or work unit within the department and information is provided with additional research and observations which contributes to the decision making process.
 
Thinking & Problem Solving
In relation to established procedures, protocols and policies of the county, challenges in this position tend to be diverse, but are typically covered by precedent or established practice.
 
Tools and Equipment Used
Typewriter                 Copy Machine
Telephone                 FAX Machine
Calculator                  Personal Computer/Printer
 

WORK ENVIRONMENT  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

 
PHYSICAL DEMANDS  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; sit; use hands to finger, handle, or feel; and reach with hands and arms.  The employee is frequently required to stoop, kneel, crouch or crawl.  The employee is occasionally required to walk and lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision and distance vision.

TO INCLUDE:
Formal Walworth County Electronic Application
Education and Experience Review
Oral Department Interview
Reference Check
Background Check
Post-offer Physical Examination

Drug Screen 

Other job related tests may be required.