Medical Records Manager
19 days ago
Topeka
Job Description POSITION SUMMARY The Medical Records Manager will serve as an integral member of our healthcare team, responsible for comprehensive management of the medical records program, release of information services, and team supervision. This role combines strategic leadership with hands-on operational management, requiring a professional who can effectively coordinate with multiple departments, external agencies, and healthcare providers while ensuring strict compliance with all regulatory requirements. The ideal candidate will possess exceptional organizational skills, attention to detail, and deep understanding of medical records management, security protocols, and regulatory compliance. This position requires a proactive approach to security management, comprehensive knowledge of HIPAA requirements and 42 CFR Part 2 regulations, and the ability to foster a culture of compliance and continuous quality improvement within the agency. ESSENTIAL FUNCTIONS Leadership and Supervision • Select, develop, and train medical records staff, • Supervise medical records staff and coordinate daily operations of the medical records program, • Conduct performance evaluations and provide ongoing professional development opportunities, • Ensure adequate staffing levels and coverage for all medical records functions, • Develop and maintain training materials and procedures for new staff orientation, • Foster a culture of confidentiality and professionalism within medical records staff Records Management and Compliance • Ensure strict adherence to regulatory requirements regarding information privacy and confidentiality, • Maintain responsibility for security and confidentiality awareness, including staff training in collaboration with the agency’s privacy officer, • Oversee the creation, maintenance, storage, and disposal of all medical records in accordance with regulatory requirements and agency policies, • Ensure the creation, organization, and maintenance of a comprehensive medical record for each person served ensuring accurate and up-to-date information, • Maintain proficiency with medical record software, • Ensure compliance with HIPAA, 42 CFR, Part 2 (substance abuse confidentiality), state mental health laws, and other applicable regulations, • Review clinical documentation for completeness, timeliness, and adherence to regulatory standards, • Collaborate with agency supervisors and quality improvement teams to address documentation deficiencies, • Track and report on documentation quality metrics and compliance indicators, as appropriate Policy Development and Training • Develop and implement policies and procedures for medical records management and security, including retention schedules, secure storage, retrieval of records, and destruction protocols, • Collaborate with the training department and risk management to develop, train and support staff and contractors in documentation standards and HIPAA and 42 CFR Part 2 security requirements, • Routinely audit to ensure adherence to agency policies, • Keep teams updated on current policies and regulatory requirements Release of Information • Process and coordinate all requests for release of information in compliance with applicable laws and regulations, • Verify authorization forms and ensure proper consent for information sharing, • Coordinate with risk management on subpoenas, court orders, and other legal requests for records, • Coordinate with quality assurance around audit and appeal requests, • Maintain logs of all information releases and access to protected health information, • Educate individuals receiving services and their families/others they want involved in their treatment about their rights regarding medical records and information privacy Other Duties • Acts as an ambassador of the agency in the community setting, which may include doing public educational and informational presentations., • Support and actively promote the vision and mission of the agency and the philosophy of the strength’s perspective, • Ensure staff work as part of a team, • Completes required training, • Other duties as assigned by respective team leader or supervisor, subject to proper training and qualification POSITION QUALIFICATIONS • High School Diploma required, • Bachelor’s degree in Health Information Management, Healthcare Administration, or related field preferred, • Registered Health Information Administrator (RHIA), Registered Health Information Technician (RHIT) of Certified Health Information Manager (CHIM) preferred, • Minimum 5 years of experience in medical records management, preferably in behavioral health or another healthcare setting, • Minimum 2 years of supervisory experience, preferably in medical records management, • Experience with regulatory compliance, particularly HIPAA and 42 CFR, Part 2 specific regulations, • Familiarity with the Kansas Department of Aging and Disability Services’ (KDADS) licensing standards for mental health and alcohol and/or other drug abuse treatment programs and Certified Community Behavioral Health Clinic (CCBHC) certification criteria preferred, • Familiarity with and the ability to work with Managed Care Organizations (MCO) and insurance companies preferred, • Demonstrated experience with electronic health record systems and health information technology, • Experience with ICD-10, CPT coding and DSM-5 diagnostic criteria preferred, • Successful completion of Kansas Bureau of Investigation (KBI), DCF Central Registry, and other applicable background investigations and possess a valid Kansas driver's license KNOWLEDGE/SKILLS/ABILITIES: • Deep understanding of medical records management, security protocols, and regulatory compliance, including HIPAA requirements and 42 CFR Part 2 regulations, • Ability to foster a culture of compliance and continuous quality improvement, • Ability to work independently with minimum supervision, • Exceptional organizationalskills, • Attention to detail and accuracy in work, • Time management including the ability to prioritize issues/tasks, • Effective communication skills (verbal and written), • Customer focused (internal and external), • Accountability, • Reliability, • Initiative, • Trust/Integrity, • Adaptability/Flexibility, • Problem solving, • Good judgement, • Proficiency in Microsoft Office Suite with the ability to learn othersoftware programs as necessary, • Collaborative - Must work collaboratively with other team members to deliver optimal services, • Ability to maintain confidentiality of business operations and clinicalservices, • Ability to approach interactions with individuals served and colleagues with a trauma sensitive lens, • Cultural and linguistic competence PHYSICAL DEMANDS N (Not Applicable) Activity is not applicable to this position. O (Occasionally) Position requires this activity up to 33% of the time (0 – 2.5+ hrs/day) F (Frequently) Position requires this activity from 33% - 66% of the time (2.5 – 5.5+ hrs/day) C (Constantly) Position requires this activity more than 66% of the time (5.5+ hrs/day) Physical Demands Lift/Carry Stand (F) 10 lbs. or less (F) Walk (F) 11 – 20 lbs. (O) Sit (F) 21 – 50 lbs. (O) Manually Manipulate (O) 51 – 100 lbs. (O) Reach Outward (O) Over 100 lbs. (O) Reach Above Shoulder (O) Climb (O) Push/Pull Crawl (N) 12 lbs. or less (F) Squat or Kneel (O) 26- 40 lbs. (O) Bend (F) 41 – 100 lbs. (N) Other Physical Requirements: This position requires the ability to work in an intermittently high stress environment and handle a variety of works tasks simultaneously. The job is largely sedentary. The position is required to regularly hear and speak with others. SUPERVISORY RESPONSIBILITIES This position has supervisory responsibilities (i.e., the agency’s Medical Records Specialists). WORK ENVIRONMENT Office-based working environment; requires flexible schedule; frequent interruptions may occur. Risk of exposure to aggressive and/or acting out (verbal and physical). This position may involve long periods of sitting or standing, using telephone and computer. Stooping or bending to access files or supplies is a requirement. Most interactions are with other agency staff, collaborative agencies or businesses in the community, or individuals served and their families or others they want involved in their treatment.