JOB DESCRIPTION FOR JOB TITLE:



|HIM Coordinator- Release of Information (ROI) |

|Job Code: 300032 |FLSA Status: Non-Exempt |

|Mgt. Approval: D. Paulson Date: 7-16 |HR Approval: MJG Date: 7-16 |

|JOB SUMMARY |

|Under the supervision of the Health Information Management (HIM) Supervisor, the HIM Coordinator is responsible for coordinating and monitoring of the daily workflow of|

|the Release of Information (ROI) section within Health Information Management. This position is responsible for multiple significantly different roles focusing on |

|release of information for urgent/emergent situations for UW Medical Foundation (UWMF) and UW Hospital and Clinics (UWHC), review/approval/flagging/scanning of advance |

|medical directives and other legal documents, providing access to the electronic medical record by non UW Health personnel, administrative support of CareLink, Care |

|Everywhere and MyChart applications of Health Link, as well as assisting with the oversight of the ROI staff maintained in this section. This position will also be the|

|contact person for the release of information with outside vendors. Current staffing will continue to support the outside vendor by pulling and issuing medical records|

|as requested, locating and obtaining medical records that are not returned. |

| |

|The incumbent routinely works with other support services and patient care unit managers to problem-solve and coordinate an accurate and complete electronic medical |

|record, with Information Services in the technical management of hardware, software as well as coordination of support for the contracted copy service for UW Health. |

|This position is responsible for the coordination of training and quality assurance for activities performed within this section, providing training to new staff, |

|assisting in the planning and development of training materials, assisting in the development and implementation of quality assurance processes, serving as a resource |

|to staff and assuming responsibility for staff coverage in the absence of the HIM Supervisor. |

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|This position is responsible for working with patients and other requestors for paper and electronic medical record access in order to schedule an appointment for |

|viewing – this includes patients, insurance company representatives, attorneys, State of WI Department of Health, researchers, etc. The electronic medical record |

|access is established individual to the specific request for access – ensuring minimum necessary regulations are applied. This position is responsible for ensuring |

|all aspects are completed accurately and within an approved timeframe. Significant technical skills are required in order for staff to perform the function of |

|incorporating paper with the electronic health record and producing it in electronic format for UW Health. |

| |

|Efficient and effective operation of this section significantly impacts customer satisfaction of UW Health. Timely forwarding of information to referral physicians |

|providing follow-up care will increase the referral base of patients. Late release of information or incomplete release may result in loss of total payment for care, |

|or cause errors or delays in the provision of further health care for UW Health patients. Errors in release of information require considerable resource consumption to|

|correct, and will expose the UW Health to potentially compensable events. In addition, access to medical information significantly impacts patient care and safety. |

|This position is responsible for establishing and monitoring quality and productivity standards for section performing scanning. |

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|This position requires a considerable amount of knowledge of the documentation present in the UW Health patient’s health care record, as well as state and federal |

|statutes and UW Health policies pertaining to privacy and security of Protected Health Information (PHI). This is needed in order to ensure that accurate information |

|is available and released with proper authorization when required to meet the hospital mission of patient care, research, teaching and community outreach. It also |

|requires significant communication with, and guidance for, patients, family members, social work staff and providers related to compliance with state law for advance |

|medical directives. |

|MAJOR RESPONSIBILITIES |

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|COORDINATION OF SECTION ACTIVITIES |

|Organize, plan, schedule, monitor and control the activities of the HIM – ROI section |

|Participate in the development and implementation of policies and procedures associated with the section to assure accomplishment of section, department and hospital |

|goals |

|Determine workload priorities to ensure deadlines (routine and specialized) are met |

|Monitor productivity and backlogs of release of information, electronic access to EHR, MyChart Proxy activation requests, as well as for record pulls for the release of|

|information vendor for both UWHC and UWMF, and report to supervisor. |

|Adjust available resources as operational needs dictated per supervisor’s direction |

|Participate and/or lead re-engineer processes to gain efficiencies |

|Recommend and justify the need for additional resources |

|Maintain current knowledge of UW Health and The Joint Commission (TJC) medical records requirements. Educate staff on procedures for prepping, scanning, indexing and |

|quality checks as well as proper privacy and security of medical records in accordance with these requirements |

|Coordinate process improvement projects appropriate to designated section |

|Work directly and independently with clinic/unit managers, medical staff, administration, external customers, and outside vendors with regards to appropriate access to |

|electronic health information, |

|Direct ongoing processes to locate and retrieve records to HIM for processing release of information requests |

| |

|COORDINATION OF SECTION STAFF |

|Assist the HIM Supervisor in the preparation of position descriptions for vacant or changed positions. Identify and justify staffing changes to the Assistant Director |

|of HIM |

|Participate in interviewing, evaluating and disciplining of employees within hospital policies and approved budgets |

|Participate in the development training programs for new employees and perform appropriate follow-up to assure adequate performance. Assists in the development and |

|implementation of competency assessments |

|Participate in establishing performance guidelines and conducting annual performance evaluations for section employees |

|Develop, update and maintain competency measures according to TJC guidelines |

|Implement quality assurance performance reviews, updating quality performance reports. Provides feedback to the HIM Supervisor on exception and substandard |

|performance |

|Assist in the preparation staffing schedule to ensure coverage – prepare schedules when requested. Assure adequate staffing levels are maintained to cover unscheduled |

|absences, following departmental and WSEU Union guidelines. Schedule annual leave to maintain adequate coverage at all times |

|Co-lead monthly staff meetings to communicate departmental information, policies and procedures and to obtain ideas, suggestions and concerns as they relate to specific|

|operations and make changes as appropriate |

|Serve as resource for employees regarding questions on policies and procedures. Support and assist in the implementation of departmental affirmative action policies |

|and plans for all aspects of personnel administration |

|Schedule training sessions for employees and assure attendance |

|Participate as back-up in Ambulatory Orientation training for clinical nurses, MA’s and clerical staff as well as ongoing in-services with clinical areas re: medical |

|records management, release of information and privacy/security of medical records |

|Participate in the review and update section policies for HIM |

| |

|SECTION PROCESS IMPROVEMENT |

|Participate in the development standards and conduct ongoing monitoring of the quality and quantity of work generated by section employees. Report outcomes to HIM |

|supervisor |

|Apply process improvement principles to improve systems and processes. Provide team leadership/facilitation as needed |

|Integrate process improvement recommendations into daily work flow and monitor through current UWHC quality improvement measures |

| |

|CONTRACTED RELEASE OF INFORMATION SERVICE SUPPORT for UW HEALTH |

|Serve as resource person for UWHealth release of information vendor when issues arise and HIM support is needed |

|Ensure that all backlog requests for UW Health are processed within 30 days of receipt |

|Work closely with release of information vendor to coordinate special requests for copies |

| |

|MISCELLANEOUS DUTIES |

|Respond to special requests from other HIM managers, department Assistant Director, or Director |

|Accomplishes other projects or process improvement activities and process improvement teams as assigned by HIM Supervisor and/or Assistant Director |

|Be available to attend various scheduled meetings as requested by the HIM Supervisor, Assistant Director or Director of HIM outside of normal business hours, with |

|proper notice |

|Alternate member of the Document Imaging work group |

|Other duties as assigned |

| |

|ALL DUTIES AND REQUIREMENTS MUST BE PERFORMED CONSISTENT WITH THE UW HEALTH PERFORMANCE STANDARDS. |

|JOB REQUIREMENTS |

|Education |Minimum |Training in health information technology, medical terminology, personnel management and records normally |

| | |acquired through two years of college level study |

| |Preferred |Associate degree or college level study leaving to a Registered Health Information Technician (RHIT) |

| | |certification by the American Health Information Management Association. |

|Work Experience |Minimum |At least one year of supervisory and/or lead/training work experience in a health care setting involving |

| | |scheduling, supervision, evaluation and development of personnel. |

| | |Additional years of education such as Registered Health Information Administrator (RHIA), may be substituted |

| | |for years of experience. |

| |Preferred |At least one year of supervisory and/or lead/training work experience in a health care setting. |

|Licenses & Certifications |Minimum | |

| |Preferred |Registered Health Information Technician (RHIT) or Registered health Information Administrator (RHIA) |

|Required Skills, Knowledge, and Abilities |Advanced knowledge 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 systems |

| |Extensive knowledge of inpatient and outpatient medical chart order |

| |Advanced 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 professionals |

| |Ability to identify documentation and medical record form(s) problems and make independent decisions within |

| |the scope of one’s job responsibilities |

| |Effective leadership skills with ability to communicate in a clear and concise manner |

| |Effective organizational, planning, controlling, scheduling and project management activities |

| |Demonstrated success in developing and providing training programs |

| |Strong oral and written communication skills with ability to maintain composure in difficult and complex |

| |communications with physicians and other professionals |

| |Strong 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 information |

| |Advanced knowledge of and ability to use computers including various software programs such as word |

| |processing, spreadsheets and databases |

| |Operational knowledge of information systems to include paper-based medical records, computer supported |

| |clinical information, knowledge of chart tracking, incomplete chart processing and database applications |

| |Knowledge of TJC standards, federal and state regulations and UWHC hospital policies and procedures governing |

| |and completeness, accuracy and timeliness of medical record documentation |

| |Knowledge of indices and filing systems necessary to file, store, and retrieve records and information from |

| |paper and electronic record systems |

| |Effective human relations abilities: |

| |Ability to collaborate within alliances and promote teamwork |

| |Ability to ensure a high level of customer satisfaction including employees, patients, visitors, faculty, |

| |referring physicians and external stakeholders |

| |Detail oriented and ability to be self-motivated to complete duties in a timely manner |

| |Ability to work in a team environment and to collaborate with a variety of professionals |

| |Techniques and problem analysis/resolution skills. |

| |Ability to instruct and motivate employees and identify areas in need of improvement |

| |Ability to work occasional off-hours schedules as required |

|AGE 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) |X |Adolescent (13 – 19 years) |

| |Toddlers (1 – 3 years) |X |Young Adult (20 – 40 years) |

| |Preschool (4 – 5 years) |X |Middle Adult (41 – 65 years) |

| |School Age (6 – 12 years) |X |Older Adult (Over 65 years) |

|JOB FUNCTION |

|Review the employee’s job description and identify each essential function that is performed differently based on the age group of the patient. |

| |

|PHYSICAL REQUIREMENTS |

|Indicate 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 Level |Occasional |Frequent |Constant |

| |Up to 33% of the time |34%-66% of the time |67%-100% of the time |

| |Sedentary: Ability to lift up to 10 pounds maximum and occasionally |Up to 10# |Negligible |Negligible |

| |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. | | | |

|X |Light: Ability to lift up to 20 pounds maximum with frequent lifting |Up to 20# |Up to 10# or requires |Negligible or constant |

| |and/or carrying of objects weighing up to 10 pounds. Even though the | |significant walking or |push/pull of items of |

| |weight lifted may only be a negligible amount, a job is in this | |standing, or requires |negligible weight |

| |category when it requires walking or standing to a significant degree.| |pushing/pulling of arm/leg | |

| | | |controls | |

| |Medium: Ability to lift up to 50 pounds maximum with frequent |20-50# |10-25# |Negligible-10# |

| |lifting/and or carrying objects weighing up to 25 pounds. | | | |

| |Heavy: Ability to lift up to 100 pounds maximum with frequent lifting |50-100# |25-50# |10-20# |

| |and/or carrying objects weighing up to 50 pounds. | | | |

| |Very Heavy: Ability to lift over 100 pounds with frequent lifting |Over 100# |Over 50# |Over 20# |

| |and/or carrying objects weighing over 50 pounds. | | | |

|List any other physical requirements or bona fide occupational qualifications:| |

Work/Environmental: Moderate noise level consistent with an office environment.

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