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Regional HIM Director in San Antonio at Parallon

Date Posted: 5/27/2019

Job Snapshot

  • Employee Type:
  • Location:
    San Antonio
  • Job Type:
  • Experience:
    Not Specified
  • Date Posted:

Job Description

The Regional HIM Director (RHIMD) is responsible for assisting in the development and evolution of the overall strategy for the Company’s operations in the HIM Service Center (HSC). The RHIMD is responsible for oversight of all HIM operational processes, employees and workflow, including but not limited to, incomplete record management, facility acquisitions, vendor management, HIM transcription, release of information (ROI), record retrieval and reconciliation, tumor registry, trauma registry, unbilled reporting, HIPAA/Privacy, records management, and birth certificates as applicable. The RHIMD interprets policies and procedures, recommends changes as appropriate, and provides relevant feedback. The RHIMD assists the HSC COO with the oversight and implementation of HSC operational planning, service level agreements, budgets, workflow processes and internal controls. As the RHIMD, this person serves as a key promoter of the HSC and is responsible for setting the tone of the center as a service organization, continuously seeking to understand, meet, and exceed customer expectations and needs.
Supervisor – HSC COO
Supervises – Facility HIM Leaders, Operations Manager, Transcription Manager, Appropriate Access Analyst, and Manager In Training if applicable.
Implementation Duties (included but not limited to):
• Assists the COO in reviewing progress against business case expectations and operational metrics to ensure that financial and operational risks are properly managed.
• Works with the Parallon HIM team on various implementation/acquisition activities and projects.
• Oversees pre‐acquisition facility activities, including but not limited to forms management, record management, facility HIM operational assessments, action planning, and staff education.
• Manages and/or assists the HIM Leaders with the Horizon Patient Folder (HPF)/ McKesson Patient Folder (MPF) and Parallon HIM pre‐ migration/implementation activities, including but not limited to, FTE baselining and management, forms management, interface workbook development, operational assessment, action planning, productivity monitoring, ROI management, record storage and destruction management, staff education, and HIM operations clean-up.
• Takes an active role in ensuring each facility is managing their medical record forms including, but not limited to, compiling a comprehensive inventory that includes adherence to proper design requirements, bar coding standardization, labeling with patient identifiers, size, and ongoing strategic forms management planning.
• Understands integration efforts and participates in document mapping for integrity of the Legal Health Record.
• Manages, and at times, participates in, communication efforts with HIM personnel, facility department leadership, facility leadership, and medical staff, including project related facility core team meetings.
• Interviews, hires, and provides supervision and leadership oversight to HSC operations and transcription staff, and facility‐based HSC staff.
• Assists the Facility HIM Leaders with planning, preparation and integration of facility HIM functions/processes into the HSC.
• Leads key communication efforts with facility, HSC and remote based HIM personnel, Facility HIM Leadership, Facility Leadership, Medical Staff Leadership, SSC Leadership, and Division Leadership.
• Responsible for preparation and maintenance of departmental policy and procedures in compliance with Parallon HIM requirements and standards.
• Ensures HIM operational productivity standards are maintained or exceeded during transition.
• Appropriate Access Analyst oversight and support (as applicable).
• Provides oversight, guidance, training, and support to facility HIM leaders who serve in the Facility Privacy Officer (FPO) role to ensure effective collaboration with key facility and division personnel, as applicable.
• Provides guidance to facility HIM leaders who serve in the facility Records Coordinator role to administer applicable facility record retention guidelines
Operational Duties Include But Are Not Limited To:
• Manages, coaches and provides overall direction and guidance to the facility, Facility HIM Leaders, Operation Managers, and Transcription Managers to ensure accurate and efficient HIM and transcription processes.
• Works with the Facility HIM Leaders, Operations Managers and Transcription Managers to identify and resolve internal and external issues.
• Ensures each facility HIM team, operations team and transcription team are actively working their applicable HPF work queues and unbilled reports/queues.
• Responsible for oversight of unbilled management tool data as well as effective management of action plans to achieve unbilled goals.
• Works collaboratively with each facility’s leadership team to ensure customer satisfaction and efficient work processes/handoffs.
• Assists the Facility HIM Leaders in establishing and maintaining effective working relationships with ancillary departments and unit managers to ensure optimal record management, including thinned record process and loose reports, record pick up and discharge record reconciliation.
• Assists the Facility HIM Leaders in working collaboratively with Medical Staff and Facility Leadership to comply with standards and guidelines enforced through the Medical Staff Bylaws/Rules and Regulations, (e.g., suspension of privileges) and is responsible for facilitation and execution of physician notification processes regarding medical record documentation deficiency, delinquency and suspension.
• Assists the Facility HIM Leaders in serving as a liaison between the HSC and Facility Leadership, including the Medical Staff Leadership, and builds and maintains strategic working relationships with the facility and department leadership (working through specific issues, committee meetings, monthly updates, etc.).
• At times assist the Facility HIM Leaders in preparing for or assisting with external agency (e.g., The Joint Commission, Board of Health) reviews of the facility.
• Responsible for HSC operations, facility based HIM operations and transcription, ensuring timeliness, accuracy, compliance and standards fulfillment as defined in HSC SLAs.
• Proactively manages, including corresponding communications and escalation paths, significant issues in HSC operations, facility based HIM operations and transcription (e.g., backlogs, turnover), status of projects, barriers and successes.
• Works collaboratively with the ROI vendor to monitor billable and non-billable ratios and to stay abreast of customer concerns and turnaround times.
• On an ad hoc basis, may provide interim management for facility HIM operations.
• May serve, or serve in conjunction with the Facility HIM Leaders, on facility committees.
• May serve, or serve in conjunction with the Facility HIM Leaders, as the Medical Record Custodian including making court appearances as applicable.
• Provides assistance to the HSC Document Imaging Manager as it relates to facility housed and/or HSSC housed HSC document imaging staff.
• Coaches and helps develop team members; disciplines and counsels staff as necessary.
• Monitors HSC operational performance according to productivity and quality standards as documented in job descriptions and SLA’s.
• Assists Parallon HIM staff in company‐wide initiatives/projects such as the development of operational models and education programs.
• Assumes a lead role for innovation, knowledge sharing and leading best practice identification within the HSC and among peer group.
• Assists in the development and management of strategy, specific goals, objectives, incentive metrics, budgets and performance standards for the HSC.
• Manages the HSC operations, facility and transcription budgets, including monthly reporting, staffing, planning and forecasting.
• Identifies and implements process improvements to lower costs and improve service to facility and various HSC stakeholders/customers.
• Verifies that the Information Protection Program for HIPAA and Privacy are implemented and adhered to when the Facility HIM Leader serves as the Facility Privacy Official.
• Assures that the Corporate Records Management Program is followed when the Facility HIM Leader is appointed as the Records Coordinator.
• Participates with updating and implementing the HSC Business Continuity Resource Plan (BCP).
• Oversees training and education for HSC operations, facility HIM, and transcription staff.
• Responsible for overseeing performance review process for all direct and indirect reports.
• Contributes to the development of strategic direction for HIM.

Job Requirements

Knowledge, Skills & Abilities
• Leadership ‐ leads individuals and groups toward identified outcomes, setting high performance standards and delivering quality services.
• Critical thinking ‐ actively and skillfully conceptualizing, applying, analyzing, synthesizing or evaluating information gathered from, or generated by, observation, experience, reflection, reasoning or communication as a guide to belief and action.
• Building and Maintaining Strategic Working Relationships – develops collaborative relationships to facilitate the accomplishment of work goals. Possesses excellent interpersonal skills in building, negotiating and maintaining crucial relationships.
• Building Trust – interacts with others in a way that gives them confidence in one’s intentions and those of the organization.
• Effective Operational Decision Making ‐ relating and comparing; securing relevant information and identifying key issues; committing to an action after developing alternative courses of action that take into consideration resources, constraints, and organizational values.
• Conceptual Thinking – ability to identify patterns or connections between situations that are not obviously related, and to identify key or underlying issues in complex situations. Includes using creative, conceptual or inductive reasoning.
• Change Leadership – continuously seeking and encouraging others to seek opportunities for different and innovative approaches to addressing organizational problems and opportunities.
• Adaptability – maintaining effectiveness when experiencing major changes in work tasks or the work environment; able to adapt to change in environment and/or circumstances with a positive outlook; and adjusting effectively to work within new work structures, processes, requirements, or cultures.
• Initiative – independently takes prompt proactive steps towards problem resolution.
• Managing conflict – dealing effectively with others in an antagonistic situation; using appropriate interpersonal styles and methods to reduce tension or conflict between two or more people.
• Energy – consistently maintaining high levels of activity or productivity; sustaining long working hours when necessary; operates with vigor, effectiveness, and determination over extended periods of time.
• Stress tolerance – maintaining stable performance under pressure or opposition; handling stress in a manner that is acceptable to others and the organization.
• Organization ‐ proactively prioritizes initiatives, effectively manages resources and keen ability to multi‐task.
• Communication ‐ communicates timely, clearly, proactively, and concisely with all key stakeholders.
• Customer orientation ‐ establishes and maintains long‐term customer relationships, building trust and respect by consistently meeting and exceeding expectations. Cultivating strategic customer relationships and ensuring that the customer perspective is the driving force behind all value‐added business activities.
• Work Independently – Is self‐supporting; not needing to rely on others to complete a job.
• Facilitation – ability to facilitate small to large groups of people at various organizational levels for purposes of planning, problem solving, or strategy development.
• PC skills ‐ demonstrates proficiency in Microsoft Office applications and others as required.
• Tactical execution ‐ oversees the development, deployment and direction of complex programs and processes.
• Bachelor’s degree in Health Information Management required.
• Minimum 10 years HIM operations experience strongly preferred.
• Minimum 7 years health care management/leadership experience required.
• Experience leading large organizations preferred.
• Consulting or proven work experience in areas of process reengineering, shared services, and project management strongly preferred.
• RHIA or RHIT required


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