Job Description

ORGANIZATION INFORMATION:

Established in 1984, Equitas Health is a regional not-for-profit community-based healthcare system and federally qualified community health center look-alike. Its expanded mission has made it one of the nation’s largest HIV/AIDS, lesbian, gay, bisexual, transgender, and queer/questioning (LGBTQ) healthcare organizations. With 17 offices in 11 cities, it serves more than 67,000 individuals in Ohio, Kentucky, and West Virginia each year through its diverse healthcare and social service delivery system focused around: primary and specialized medical care, retail pharmacy, dental, behavioral health, HIV/STI prevention, advocacy, and community health initiatives.

POSITION SUMMARY

The Health Information Management Specialist (HIMS) is responsible for ensuring that the Equitas Health meets the required standards to have a successful records operation. The HIMS will work with the Chief Clinical Operations Officer, Compliance Officer & Legal Counsel, Chief Financial Officer, Director of Healthcare Revenue, Director of Healthcare Operations, Senior Director of Client Services, Director of Quality Improvement and Evaluation, and other staff members in developing, implementing, and managing all medical records at Equitas Health. This position is required to use some independent discretion and judgment with respect to decisions and recommendations. This position requires leadership skills to assist in creating an environment/culture to enable Equitas Health to fulfill its mission, to meet or exceed its goals, and to maintain compliance.

ESSENTIAL JOB FUNCTIONS:

Essential functions of the job include, but are not limited to, traveling, driving or having reliable transportation; written communication; relationship building; utilizing a computer for typing and research; attending meetings; high level of organization and detail oriented and presenting to small groups.

Job Responsibilities

• Direct the maintenance of all patients’ medical records in accordance with internal policies and with state and federal regulations.
• Ensures the privacy of all agency medical records, which include having a superior knowledge of HIPAA’s Privacy Rule requirements concerning patient rights, administrative requirements, and appropriate uses and disclosures and assisting in operationalizing those requirements.
• Work with the appropriate organization departments to ensure compliance with applicable HIPAA Security Rule standards (administrative, technical, and physical safeguards).
• Respond to requests for protected health information, including internal requests for purposes of research, fundraising, quality improvement, marketing, compliance, audits, etc. and external requests from patients, attorney representatives, government agencies, treatment providers, payers, grantors, law enforcement, boards, etc.
• Maintain organized, audible, and thorough log of all internal and external requests.
• Oversee the processing of responding to subpoenas consistent with legal regulations.
• Ensure that all requests and reports are timely completed.
• Answer employee inquiries concerning medical records management and provide timely answers.
• Oversee patient records to verify they are in accordance with agency policy and in compliance with all billing and documentation guidelines.
• Train personnel in the daily operations of medical records management.
• Responsible for the integrity and quality of the electronic medical records needed to provide safe, quality care.
• Keeping abreast of any new computer technologies, new state and federal laws, and any new regulations enacted by Medicare, Medicaid, and insurance companies.
• Uploading patient records and designating them to the appropriate section in OCHIN.
• Maintain correspondence received through Right Fax and distribute and process as appropriate in OCHIN On Base.
• As Lead, Make sure that request that need a signed notary, have been reviewed, signed and dated.
• Handle any Home Health Authorizations , Short Term Disability , Leave Of Absence , responsible for getting them signed by physician And/or send records that are being requested in a timely manner

Education/Licensure

• An Associate's degree from an approved program for Health Information Management, Business or related field OR two years of Medical Records experience preferred.
• College coursework or vocational/technical training in nursing or another health-related field may substitute on a year-for-year basis for the required experience.
• Bachelor's degree is preferred.
• Current credentials as a Registered Health Information Technician (RHIT) and/or Registered Health Information Administrator (RHIA) or equivalent certification around medical records management preferred.

Knowledge, Skills, Abilities and other Qualifications:

• Experience in a community based health care setting preferred.
• Working knowledge of HIPAA’s Privacy Rule and Security Rule preferred.
• Practical knowledge of medical terminology and record keeping preferred.
• Knowledge and experience with electronic health record software, specifically Epic, preferred.
• Past audit experience preferred.
• Strong written and verbal communication skills a must, which includes excellent customer service skills.
• Knowledge and experience with the diversity of the gay/lesbian/bisexual/transgendered community required.
• Must have sensitivity to, interest in and competence in cultural differences, HIV/AIDS, minority health, sexual practices, and a demonstrated competence in working with persons of color, and gay/lesbian/bisexual/transgendered community.
• Proficiency in all Microsoft Office applications and other computer applications required.
• Must have reliable transportation and valid Ohio driver’s license.

Other Information:

Hours are varied including some evenings and weekends. Background and reference checks will be conducted. In accordance with Equitas Health’s Drug-Free Workplace Policy, pre-employment drug testing will be administered. Individuals are not considered applicants until they have been asked to visit for an interview and at that time complete an application for employment. Completing the application does not guarantee employment.