JOB DESCRIPTION FOR JOB TITLE:



HIM Supervisor – Record Retrieval ManagementJob Code: 302016FLSA Status: ExemptMgt. Approval: W. LimpDate: January 2021Department: Rev Cycle - HIMHR Approval: J. Theisen Date: January 2021JOB SUMMARYUnder the direction of the Manager of Health Information Management (HIM), the Incumbent Supervisor is responsible for directing the daily workflow of UW Health employees, contracted support services, and all operational aspects of Record Retrieval Management (R2M). The HIM Supervisor, R2M has oversight responsibilities of a professional work team of trained R2M staff. The team supports medical faculty clinical staff, and administrative support in patient care. In addition, the incumbent oversees business continuity, teaching and research activities. The incumbent ensures the effective operation of the team and is accountable for the successful completion of all projects assigned to the work group. The incumbent plans, organizes, assigns, schedules and controls workflow for the team following best practices that adhere to the Plan, Do, Act and Check model to ensure end user/customer satisfaction with a focus on continuous quality improvement.The incumbent routinely works with faculty, hospital & clinic support services and patient care unit managers to perform complex problem-solving by conducting workflow and systems analysis. In conjunction with UW Health IS we collaborate in the technical management of hardware and software related to our work. We lead and support projects that pertain to Care Everywhere and CareLink. We oversee all aspects of record retrieval management in support of Specialty Care Redesign (SCR) strategies. This position is also responsible for developing and conducting of training and quality assurance for activities within this section.MAJOR RESPONSIBILITIESMANAGEMENT OF DEPARTMENT ACTIVITIES Develop and implement policies and procedures associated with the section to assure accomplishment of section, department and organizational goalsRecommend and justify the need for changing resources, both staffing and technological Actively participate in the development of the capital and operating budget and be prepared to make suggestions that help support those budgets Under the direction of the Manager of HIM, monitor supply/equipment inventory in addition to recommending purchases of supplies/equipment while staying within budgetDirect ongoing process improvement to locate and retrieve records for clinics that are taking part in SCR Under the direction of the Manager of HIM, develop process to incorporate an industry scan on a scheduled basis to help identify trends in healthcare as well as other industry, that could be incorporated in UWH workflows to improve processesActively participate on and lead, committees and work groupsSUPERVISION OF STAFFDevelop training programs for new employees and perform appropriate follow-up to assure adequate performance. Develop and implement competency assessments. Document performance at designated intervals to assist in evaluation during the probationary period and annual reviewMonitor workflows on a regular basis to ensure compliance and avoid potential backlogsPrepare staffing schedule to ensure coverage. PROCESS IMPROVEMENTUnder the direction of the Manager and Director of HIM, help develop and maintain standards and conduct ongoing monitoring and evaluation of the quality and quantity of work generated by section employees.Provide quality and productivity reports to Manager of HIM Document process improvement activities for the Medical Record Committee or other designated quality reporting groupsHelp lead and perform department performance improvement projects to maintain service level agreements with specialty care partnersMonitor customer satisfaction with project execution and operational support. Identify opportunities and implement changes to support continuous quality improvement effortsMISCELLANEOUS DUTIESWork with users at various levels of the organization to determine operational needs and information processing optionsBe available to attend various scheduled UWH meetings as requested by the Manager or Director of HIM outside of normal business hours, with proper noticeActive member of various work groups and committees including Document Imaging, HIM Client Team, Legal Medical Record, Medical Record Committee, HIE Steering Committee and other ad hoc committeesMay be asked to participate as a member of professional organizations and affiliations that help strengthen UWH standing as an industry leaderMay travel to various professional organization meetings (AHIMA, WHIMA, HIMSS, etc.) and will report back to HIM leadership and various teamsMay be asked to attend EPIC XGM and other training events as pertinent to position that require travel off siteAll duties and requirements must be performed consistent with the UW Health Organizational Performance Standards.JOB REQUIREMENTSEducationMinimumAssociates Degree in healthcare-related, Information Systems, Business, Management or other applicable field of study. Relevant work experience may be considered in lieu of degree.PreferredBachelor’s degree from CAHIIM Accredited Health Information program (verified) leading to RHIA credential.Work ExperienceMinimum Three (3) years of experience in a health care setting with at least one (1) year of experience involving project oversight and performance improvementPreferredThree (3) years of supervisory experience, including staff scheduling and the evaluation and development of personnel. Experience at a large, academic medical center or health system. Licenses & CertificationsMinimum Hold one of the following, or able to obtain within six months of hire:Registered Health Information Technician (RHIT) from AHIMA Or Certified Associate in Health Information Management Systems (CAHIMS) from HIMSS PreferredRegistered Health Information Administrator (RHIA) from AHIMA, Certified Professional in Health Information Management Systems (CPHIMS) from HIMSS Or EPIC Certification in ROI or Ambulatory modules Required Skills, Knowledge, and AbilitiesAbility to meet deadlinesAbility to handle multiple tasks simultaneouslyMust be available from time-to-time to work off hours as required to support system-wide initiatives such as system upgradesAbility to be on callKnowledge of electronic medical record system(s). EPIC PreferredAdvanced skills in information technology experience with demonstrated application knowledge in order to build/develop new content within the EHR, as well as to communicate with other technical professionalsAbility to make independent decisions within the scope of one’s job responsibilitiesEffective leadership skills with ability to communicate in a clear and concise manner in multiple formats, written, verbal and emailEffective organizational, planning, controlling, scheduling and project management activitiesDemonstrated success in developing and providing training programsDemonstrated success overseeing projects to completionStrong oral and written communication skills with ability to maintain composure in difficult and complex communications with physicians and other professionalsStrong analytical skills to translate current system set-up and procedures into Health Link effectively.Knowledge of State and Federal (HIPAA) laws pertaining to confidentiality of protected health informationKnowledge of TJC standards, federal and state regulations and UWHC hospital policies and procedures governing and completeness, accuracy and timeliness of medical record documentationProven success and ability to collaborate within alliances and promote teamworkAbility to ensure a high level of customer satisfaction including employees, patients, visitors, faculty, referring physicians and external stakeholdersProven ability to be self-motivated to complete duties in a timely mannerAbility to react to frequent change in duties and volume of workAbility to listen empatheticallyTechniques and problem analysis/resolution skills.Ability to instruct and motivate employees and identify areas in need of improvementKnowledge of medical terminology, anatomy, physiology and disease processes sufficient to clearly understand the content of medical records, understand the information needs of care providers and to translate these needs into operational systemsAGE SPECIFIC COMPETENCY (Clinical jobs only)Identify age-specific competencies for direct and indirect patient care providers who regularly assess, manage and treat patients.Instructions: Indicate the age groups of patients served either by direct or indirect patient care by checking the appropriate boxes below. Next, Infants (Birth – 11 months)Adolescent (13 – 19 years)Toddlers (1 – 3 years)Young Adult (20 – 40 years)Preschool (4 – 5 years)Middle Adult (41 – 65 years)School Age (6 – 12 years)Older Adult (Over 65 years)JOB FUNCTIONSReview the employee’s job description and identify each essential function that is performed differently based on the age group of the patient.PHYSICAL REQUIREMENTSIndicate the appropriate physical requirements of this job in the course of a shift. Note: reasonable accommodations may be made available for individuals with disabilities to perform the essential functions of this position.Physical Demand LevelOccasionalUp to 33% of the timeFrequent34%-66% of the timeConstant67%-100% of the timeXSedentary: Ability to lift up to 10 pounds maximum and occasionally lifting and/or carrying such articles as dockets, ledgers and small tools. Although a sedentary job is defined as one, which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required only occasionally and other sedentary criteria are met.Up to 10#NegligibleNegligibleLight: Ability to lift up to 20 pounds maximum with frequent lifting and/or carrying of objects weighing up to 10 pounds.? Even though the weight lifted may only be a negligible amount, a job is in this category when it requires walking or standing to a significant degree.Up to 20#Up to 10# or requires significant walking or standing, or requires pushing/pulling of arm/leg controlsNegligible or constant push/pull of items of negligible weightMedium: Ability to lift up to 50 pounds maximum with frequent lifting/and or carrying objects weighing up to 25 pounds.20-50#10-25#Negligible-10#Heavy: Ability to lift up to 100 pounds maximum with frequent lifting and/or carrying objects weighing up to 50 pounds.50-100#25-50#10-20#Very Heavy: Ability to lift over 100 pounds with frequent lifting and/or carrying objects weighing over 50 pounds.Over 100#Over 50#Over 20#Other - list any other physical requirements or bona fide occupational qualifications not indicated above:Note:The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position. ................
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