Job Details

Position Summary:

The HIS Supervisor will be responsible for overseeing all HIS Departments and direct report staff that are assigned to you at various Clinic locations for smooth flowing departmental operations. They will supervise the activities and job task functions of the HIS Department to include, but not limited to, development, planning, implementing, budgeting, attending committee and project meetings, compiling statistical reports and productivity data, holding ongoing HIS staff meetings, staff recruitment and retention, promoting teamwork, volunteering to assist HIS Manager on any project assignments, reviewing, staff development and education, monitoring, maintaining and ensuring "standard work", job aids and communication take place at all times in compliance with all federal and state laws and HIS best practices.

The HIS Supervisor will oversee job-related activities for document imaging scanning, record storage and destruction timelines, forms management, assisting in the processing of release of information, review of legal court documents and court hearings, working harmoniously with outside vendors and requesters of information, adherence to the SYHealth core values and professional code of conduct behavior standards, uphold the integrity of the department by following the established policies and procedures, standards, HIPAA and departmental goals and objectives. Ability to perform all functions, including but not limited to: sorting, scanning, uploading documents, updating care guideline dates in the patient's Electronic Health Record (EHR) and providing positive customer service experiences. This position requires working days, evenings and/or weekends, and covering any SYHealth facilities according to the departmental operation needs.

• Must be able to travel frequently to all designated Clinic site locations to mentor, train, educate on workflow processes, Job Aids, policies & procedures, implement plans, problem-solve, decision-making and rounding with staff, and hold ongoing HIS meetings with all of your direct report staff.

Essential Functions of the Job:

• Responsible for monitoring, reviewing, revising and implementing any new and/or revised policies and procedures related to health information.
• Responsible for understanding, reading any reference material resources related to health information and legal aspects of the medical record and communicating to others.
• Interprets and complies with all applicable federal and state regulations and standards of compliance, to include HIPAA Privacy and Security Rules.
• Responsible for the daily operations and supervision of all HIS direct report staff and smooth flowing departmental operations through developing, planning, implementing, monitoring, educating/mentoring, communicating, instilling teamwork, assigning, coordinating, maintaining and reviewing staff productivity, performance and customer service, as well as, staff adherence to policies & procedures, HIPAA, attendance, teamwork, communication, etc., for measures of success.
• Responsible for recruitment, interviewing, hiring, orientation, education and training for ongoing staff development and "standard work" best practices.
• Assists in the review for completeness and validity of any release of information legal court documents received such as a Civil or Criminal Subpoena, Durable Power of Attorney, Power of Attorney, Trust, Judge's Order, etc., and ensures that all control logs are updated and maintained.

• Retrieves, analyzes and compiles statistical data to create reports for productivity, patient excel spreadsheets for acquisitions, audits, record reviews, etc., as needed and requested.

• Responsible for enhancing ongoing professional leadership growth and development, reading a multitude of professional work-related resources, attending outside in-services or workshops related to the legal aspects of the patient's medical record, improving upon leadership knowledge and skillset for employees, project management, time management, organizational skills, prioritization, the hiring/coaching/corrective action process, how to write professional policies & procedures & job descriptions & proposals & reports, how to communicate effectively both verbally and in writing, budgets , etc.
• Ability to perform patient inquiries and patient look-ups in the EHR computer for a medical record number for any patient documents received, lab reports, correspondence, consultations, referrals, and other documents received that do not have a medical record number assignment.
• Ability to perform scanning in and filing all incoming reports (i.e., Hospital reports, correspondence, consultations, referrals, labs, X-Rays, etc.) into the EHR, and documents that are not signed by the providers will then be sent to the provider's PAQ for signature in accordance with established HIS policy and procedure.
• Ability to process any patient and/or personal legal representative written informed consent authorization forms for obtaining their medical records from another outside facility timely to that other facility for continuity of care.
• Ability to perform timely requests to the specialist provider's offices for obtaining the completed consultation reports.
• Ability to coordinate the preparation and processing of forms, authorizations and written documentation including subpoena Logs, as required by the HIS Department, Federal and State regulations and as applicable by law.
• Ability to monitor and follow- up with any patient, provider, and attorney, insurance company, quality audit requester, specialist, hospital, etc., in obtaining and or releasing any requested medical record information.
• Ability to maintain the documentation for the Patient Health Information "PHI Log", as required by the HIS Department, Federal and State regulations and as applicable by law.
• Ability to assist patients with forms processing and maintain the share folder electronic Log.
• Ability to assist in the maintenance of the EKG Logs.
• Ability to ensure that all lab reports, correspondence, referrals, etc., are sent out to the satellite clinics, when appropriate.
• Ability to work in collaboration with other clinical care providers and HIS team for positive customer service, and provides assistance and coverage to other HIS areas, as needed.

• Adheres to SYHealth's core competencies and professional code of conduct behavior standards in their day-to-day work by consistently demonstrating the core values of respect, excellence, integrity and empowerment.

• Performs any other related job duties as assigned and or requested.

Additional Duties and Responsibilities:

• Responsible for keeping up to date on all federal and state regulations and standards to ensure compliance with any directives or orders issued by duly constituted government regulatory agencies.
• Adheres to all applicable SYHealth policies, procedures, protocols and best practices.
• Demonstrates effective verbal and written communication skills in collaboration with teams to achieve quality, excellence and problem-solving to obtain stated goals and objectives.
• Demonstrates active listening skills, a positive attitude and valuable customer service experiences.
• Enhances professional growth and development through participation in educational programs, reading literature to keep up-to-date, in-service meetings and workshops.
• Attends required meetings, participates on committees and projects, and volunteers as directed.
• Demonstrates professional behavior standard etiquette, courtesy, mutual respect, confidentiality and treats every patient and employee with dignity in every interaction.
• Exhibits a high level of integrity, ethics, transparency and trust.
• Promotes and fosters respect for patient privacy by maintaining confidentiality on all patient EHR data and abides by HIPAA Privacy and Security Rules.
• Exhibits excellent verbal and written communication and presentation skills.
• Maintains a clean, safe, secure and organized work area at all times.
• Demonstrates skills in providing excellent customer service experience.
• Ability to travel frequently to all your designated Clinic locations to mentor, train and meet with staff

Job Requirements

Experience Required:

• Minimum: Direct leadership role or supervisory experience must be within the last 3 years.
• Preferred: 1- 5 years of direct leadership job role-based or supervisory experience working with in an HIS/Medical Records department or a large clinic system setting or long-term care facility within the HIS field.

Education Required:

• Minimum: High School Diploma or GED.
• Preferred: AA or BA degree in Health Information. A current, valid certificate as a registered health information technician (RHIT) or a registered health information administrator (RHIA), issued by the professional American Health Information Management Association (AHIMA ).

Verbal and Written Skills Required to Perform the Job:

• Excellent professional verbal, written and presentation communication skills that promote core values, code of conduct behaviors and provides positive customer service experiences. Is an active listener.
• Preferred Bilingual (English and Spanish).

Technical Knowledge and Skills Required to Perform the Job:

• Proficient in the principles and best practices of leadership supervision, mentoring and training.
• Proficient in federal and state confidentiality, patient's rights, HIPAA privacy and security rules.
• Quality Assurance standards, data metrics, regulatory and accreditation standards of compliance.
• Proficient in maneuvering successfully through automated health information electronic health records/EHR computer software applications, use and functionality.
• Proficient and knowledgeable in the legal aspects of the patient's medical record, statute of limitation for record maintenance & destruction, scanning, release of information, filing, policies & procedures, data Analysis and report compilation, audits, HEDIS, team building, etc. Proficient in Microsoft (Outlook, Word, PowerPoint, Excel, etc.).
• Must type 35 wpm.

Equipment Used:

• Computers, Software systems, EHR, Scanner, Telephones, Copy and Fax machines, etc.

Working Conditions and Physical Requirements:

• Prolonged, extensive, and considerable standing, sitting, walking and lifting.
• Manual dexterity and mobility.
• Always reaching, stooping bending, kneeling or crouching.
• Good organizational skills and ability to remain focused and concentrate with noise around.
• Ability to handle multiple job task functions simultaneously.
• Ability to work harmoniously with others as a team member.
• This position may require you to work evenings and/or weekends, and provide staffing coverage at any SYHealth facility, as needed.
• Some travel required to various Clinics for staff meetings, committees, projects, etc.

Universal Requirements:

Pre-employment requirements include I-9, physical, positive background and reference check results, complete application, new hire orientation, pre-employment PPDs. Compliance with all mandated vaccinations and all boosters is a term and condition of employment.

About Us San Ysidro Health is a Federally Qualified Health Care organization committed to providing high quality, compassionate, accessible and affordable healthcare services for the entire family. The organization was founded by seven women in search of medical services for their families and community. Almost 50 years later, San Ysidro Health now provides innovative care to over 108,000 patients through a vast and integrated network of 47 program sites across the county. San Ysidro Health could not serve our patients without the dedication of our passionate and hardworking employees. Apply today and become a part of our mission-driven team! San Ysidro Health has a long-standing commitment to equal employment opportunity for all applicants for employment. Employment decisions including, but not limited to, those such as employee selection, performance evaluation, administration of benefits, working conditions, employee programs, transfers, position changes, training, disciplinary action, compensation, and separations are made without regard to race, color, religion (including religious dress and grooming), creed, national origin, nationality, citizenship status, domestic partnership status, ancestry, gender, affectional or sexual orientation, gender identity or expression, marital status, civil union status, family status, age, mental or physical disability (including AIDS or HIV-related status), atypical heredity cellular or blood trait of an individual, genetic information or refusal to submit to a genetic test or make available the results of a genetic test, military status, veteran status, or any other characteristic protected by applicable federal, state, or local laws.

Other details

• Pay Type Hourly
• Min Hiring Rate $37.00
• Max Hiring Rate $49.00

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