Health Information Management Administrator 3

Duties Description

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 record and pertaining to health information; and addresses issues raised by committees.

PRIMARY DUTIES AND RESPONSIBILITIES:

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 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.

LinkedIn: https:/www.linkedin.com/company/nys-office-for-people-with-developmental-disabilities/post/feedView=all

Minimum Qualifications

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.

Additional Comments

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.

• Please note that starting salary for this title reflects the Downstate adjustment. Posted Hiring Salary includes the sum of the statutory hiring rate for Grade 22 ($82,326) and Downstate adjustment ($4,000). Downstate adjustment is added to the job rate ($104,230).

• 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
• Access to the Employee Assistance Program (EAP)
• Life insurance and Disability insurance.
• The New York State Deferred Compensation Plan
• 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

° Up to three (3) days professional leave each year

• Health Care Coverage:

• Paid Parental Leave:

• Retirement Program:

• Professional Development and Education and Training:

• Additionally, the Public Service Workshops Program (PSWP) offers certain professional training opportunities for PEF represented and M/C designated employees that may grant continuing education credits towards maintaining professional licensure. For more information, please visit https://oer.ny.gov/public-service-workshops-program-pswp.