CS-214 Position Description Form



CS-214Rev 11/2013Position Code1. MEDRSPV2A03NState of MichiganCivil Service CommissionCapitol Commons Center, P.O. Box 30002Lansing, MI 48909POSITION DESCRIPTIONThis position description serves as the official classification document of record for this position. Please complete this form as accurately as you can as the position description is used to determine the proper classification of the position. 2. Employee’s Name (Last, First, M.I.)8.Department/AgencyDepartment of Health and Human Services/Kalamazoo Psychiatric Hospital3.Employee Identification Number9.Bureau (Institution, Board, or Commission)Bureau of State Hospitals and Behavioral Health Administrative Operations4.Civil Service Position Code Description10.DivisionMedical Records Examiner Supervisor - 2Administration5.Working Title (What the agency calls the position)11.SectionHealth Information Management Director6.Name and Position Code Description of Direct Supervisor12.UnitVacant, State Administrative Manager - 1Health Information Management Department7.Name and Position Code Description of Second Level Supervisor13.Work Location (City and Address)/Hours of WorkJill Krause, Senior Executive Hospital Director1312 Oakland Drive, Kalamazoo, MI 490088:00am – 4:30pm 14.General Summary of Function/Purpose of PositionThe Health Information Management (HIM) Director is responsible to perform a variety of functions designed to maintain the health information management system at the Kalamazoo Psychiatric Hospital. This individual is responsible for planning, organizing, and directing the services related to health information management, including: functioning as the hospital’s privacy officer; functioning as the hospital’s Assistant Freedom of Information Act (FOIA) Coordinator; providing guidance, supervision, and support to departmental employees; monitoring documentation compliance with MDHHS and hospital policies, federal and state laws/statutes, and standards from accrediting, funding, and regulatory organizations; ensuring customer service standards are met with both internal and external stakeholders; and implementing departmental performance improvement activities. 15.Please describe the assigned duties, percent of time spent performing each duty, and what is done to complete each duty.List the duties from most important to least important. The total percentage of all duties performed must equal 100 percent.Duty 1General Summary% of Time35 Responsible for planning, organizing and directing the HIM department. Individual tasks related to the duty.Provide direction, supervision, and support to departmental employees. This includes monitoring employee performance and completing annual performance evaluations in a timely manner.Monitor documentation compliance with MDHHS and hospital policies, federal and state laws/statutes, and standards from accrediting, funding, and regulatory organizations.Ensure customer service standards are met with both internal and external stakeholders.Implement and monitor departmental procedures and performance improvement activities to improve customer service, promote documentation compliance, and increase workflow efficiencies.Update HIM documentation requirements as needed to maintain compliance to MDHHS, hospital, legal, regulatory, and accreditation standards; review HIM documentation requirements at a minimum of annually for accuracy.Collaborate with other hospital departments to ensure compliance to HIM documentation requirements. Facilitate departmental meetings at a minimum of one a month.Duty 2General Summary% of Time15Help facilitate the medical record change management process. Individual tasks related to the duty.Facilitate review and discussion in the Medical Records Committee meetings regarding changes to the patient medical record.Participate in the process to review Avatar changes being requested by KPH staff. Assist with vetting these requests, identifying compliance requirements pertaining to the requests, and seeking input from KPH staff for approval/denial of the requests before presenting to the other hospitals/centers. Participate in the process to review Avatar changes being requested by other state hospitals/centers. Assist with vetting these requests, identifying compliance requirements pertaining to the requests, and seeking input from KPH staff for approval/denial of the requests.Assist with testing changes in Avatar to ensure they function as intended.Assist with the implementation of new Avatar functions and/or related procedures. Process Avatar void/delete requests.Duty 3General Summary of Duty 3% of Time15Function as hospital's privacy officer.Individual tasks related to the duty.Responsible for PHI privacy administration and monitors the use and disclosure of PHI in accordance with HIPAA, state, federal, and regulatory requirements.Provide orientation to new employees on privacy, confidentiality, and health information management security.Investigate possible incidents of the disclosure of patient PHI or confidential information, and take appropriate actions to mitigate the risk of future occurrences.Perform breach risk assessments and report PHI beaches as required by law and hospital policy/procedure.Maintain a log of PHI breaches.Participate in Privacy Officer meetings held by MDHHS Office of Legal Affairs.Assist in determining user role functions and access in Avatar. Assist in making changes to user roles/functions in Avatar as requested.Manage Avatar access for CMH staff.Duty 4General Summary% of Time15Manage the documentation process as it relates to patients deemed incompetent to stand trial (IST).Individual tasks related to the duty.Coordinate with the admissions department to obtain the applicable legal documentation for patients being admitted with an IST status.Enter the appropriate information into Avatar for IST admissions (admission legal status, personal legal status, court information, etc.).Track documentation requirements pertaining to IST patients, communicate this information to the appropriate clinical staff, and monitor compliance to court requirements.Act as a liaison between the court system and KPH in terms of IST documentation.Submit IST documentation as required by law. Duty 5General Summary% of Time10Function as the KPH Assistant Freedom of Information Act (FOIA) CoordinatorIndividual tasks related to the duty.Follow the MDHHS FOIA policy.Liaison with the MDHHS FOIA Coordinator to process requests.Coordinate with the appropriate departments to obtain information being requested, including cost and time estimates for processing requests.Duty 6General Summary% of Time10Other duties as assigned.Individual tasks related to the duty.Represent the facility in court regarding medical record development, use, and authenticity.Assists in the proper destruction of confidential information (Rapid Shred).Participate in continuous quality improvement activities for both the HIM department and hospital wide. Participate on the KPH policy, administrative services, and performance improvement committees; participates on other committees as assigned.Chairperson of the Medical Records committee which review HIM documentation compliance, reviews and approves changes to the patient medical record, and makes recommendations for performance improvement pertaining to HIM.Other duties as assigned.16.Describe the types of decisions made independently in this position and tell who or what is affected by those decisions.General interpretation of HIPAA and Mental Health Code regulations as they pertain to health information management.Decisions pertaining to maintaining confidential patient information and PHI. 17.Describe the types of decisions that require the supervisor’s review.Sensitive issues related to employee work performanceInterpretation of rules, regulations, policies and procedures and decisions that impact accreditation standardsDecisions regarding purchases of equipment that will have significant impact on the operating budget18.What kind of physical effort is used to perform this job? What environmental conditions is this position physically exposed to on the job? Indicate the amount of time and intensity of each activity and condition. Refer to instructions.Extended periods of sitting Extended computer useTransporting of heavy casebooks (up to 15 lbs.)Bending, climbing stairs, reaching, and filingWalking to and from files, printers, copy machine, patient unit(s)19.List the names and position code descriptions of each classified employee whom this position immediately supervises or oversees on a full-time, on-going basis. (If more than 10, list only classification titles and the number of employees in each classification.)NAMECLASS TITLENAMECLASS TITLERule, Phyllis ASecretary E 8Edvige BoupdaMedical Records Examiner20.This position’s responsibilities for the above-listed employees includes the following (check as many as apply):X Complete and sign service ratings.X Assign work.X Provide formal written counseling.X Approve work.X Approve leave requests.X Review work.X Approve time and attendance.X Provide guidance on work methods.X Orally reprimand.X Train employees in the work.21. Do you agree with the responses for Items 1 through 20? If not, which items do you disagree with and why? Yes22.What are the essential functions of this position?The Health Information Management (HIM) Director is responsible to perform a variety of functions designed to maintain the health information management system at the Kalamazoo Psychiatric Hospital. This individual is responsible for planning, organizing, and directing the services related to health information management, including: functioning as the hospital’s privacy officer; functioning as the hospital’s Assistant Freedom of Information Act (FOIA) Coordinator; providing guidance, supervision, and support to departmental employees; monitoring documentation compliance with MDHHS and hospital policies, federal and state laws/statutes, and standards from accrediting, funding, and regulatory organizations; ensuring customer service standards are met with both internal and external stakeholders; and implementing departmental performance improvement activities. 23.Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed. The essential functions of the position have not changed. Rather, the position was re-written to more accurately reflect the actual responsibilities of this position.24.What is the function of the work area and how does this position fit into that function?The main function of the Health Information Management Department is to maintain patient medical records in accordance with hospital policies and procedures, MDHHS rules and regulations, and accrediting and regulatory requirements. The Health Information Management Director is responsible to perform a variety of functions designed to maintain the health information management system at the Kalamazoo Psychiatric Hospital. 25.What are the minimum education and experience qualifications needed to perform the essential functions of this position?EDUCATION:Possession of an associate's degree in health information or medical record technology or a bachelor's degree in medical records management/health information management.EXPERIENCE:Four years of experience equivalent to a Medical Record Examiner, including two years equivalent to a Medical Record Examiner E10 or one year equivalent to a Medical Record Examiner Supervisor 11; or, five years of administrative support, supervisor experience maintaining medical record systems, monitoring the quality of medical record keeping and responding to requests for medical record information.KNOWLEDGE, SKILLS, AND ABILITIES:Thorough knowledge of accrediting body regulations and state and federal statutes governing medical record creation and use. Thorough knowledge of medical records keeping, techniques and procedures, and medical records indexing, coding and abstracting methods.Knowledge of training and supervisory techniques.Ability to instruct, direct and evaluate employees.Ability to obtain and use confidential information discreetly and objectively.Ability to communicate oral and verbal technical information effectivelyAbility to maintain records, prepare reports and compose correspondence related to the work.Ability to develop procedural manuals and training materials.CERTIFICATES, LICENSES, REGISTRATIONS:Certification by the American Health Information Management Association as a Registered Health Information Technician or Registered Health Information Administrator.NOTE: Civil Service approval of this position does not constitute agreement with or acceptance of the desirable qualifications for this position.I certify that the information presented in this position description provides a complete and accurate depiction of the duties and responsibilities assigned to this position. Supervisor’s SignatureDateTO BE FILLED OUT BY APPOINTING AUTHORITYIndicate any exceptions or additions to statements of the employee(s) or supervisors.I certify that the entries on these pages are accurate and complete. Appointing Authority SignatureDateTO BE FILLED OUT BY EMPLOYEEI certify that the information presented in this position description provides a complete and accurate depiction of the duties and responsibilities assigned to this position. Employee’s SignatureDateNOTE: Make a copy of this form for your records. ................
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