Job Description

Job Description

Job Description

Salary: $23.87

BASIC FUNCTION:

The Senior Health Information Assistant is responsible for managing the health records for the Seneca Nation Health System (SNHS). The Senior Health Information Assistant reviews all Health Information Management (HIM) policies and procedures to ensure compliance. Provides HIM support services to the SNHS for the delivery of patient care and associated healthcare services. Ensures the integrity of the electronic health record by monitoring the HIAs performance and documentation completion by the SNHS staff.

GENERAL RESPONSIBILITIES:

1. Acts in capacity of the HIM supervisor for the Health Information Assistants in the absence of the Director.
2. Provides daily direction to the Health Information Assistants, which includes assignment and review of workload.
3. Acts as backup for the Health Information Assistants when staff is off and as needed.
4. Responds to release of information requests following the SNHS HIM policy for releasing protected health information and according to the HIPAA Privacy Rule, NYS laws regarding the confidentiality of psychiatric, substance abuse, genetic testing/result, sexually transmitted infections and HIV/AIDS records. Maintains an accounting of disclosures log for release of information.
5. Completes and processes disability health record requests, and disclosure is entered into log.
6. Maintains the HIM Disclosure Tracking Log and ensures all Health Information Assistants are entering ROIs appropriately into the disclosure tracking log.
7. Provides recommendations to the department Director with performance evaluations of the Health Information Assistants.
8. Helps develop standard operating procedures for HIM (health records) and trains all the Health Information Assistants on the procedures and ensures these procedures are followed.
9. Coordinates the care and maintenance of department equipment and ordering of materials needed.
10. Processes all insurance company health record requests within a timely manner and logs and keeps a log of all these requests.
11. Transmits, via fax, secure messaging or mail, copies of health information as needed for treatment, payment and healthcare operations as defined in the HIPAA Privacy rule and 42 CFR rules and regulations regarding substance use disorder treatment, and the privacy of mental health records.
12. Follows minimum necessary guidelines when releasing protected health information to ensure compliance with HIPAA.
13. Reviews all processed release of information requests done by the Health Information Assistants and reviews any errors or issues at monthly meeting.
14. Provides copies of protected health information to patients requesting copies, following the Patient Access to PHI policy and procedure.
15. Receives and scans reports from other healthcare providers and facilities.
16. Reviews the quality of the Health Information Assistants scanning and release of information requests, and reviews errors with the Health Information Assistants on a monthly basis.
17. Meets monthly with the Health Information Assistants to review updates, issues, questions or concerns and reviews errors with all the Health Information Assistants. Provides meeting agenda and minutes to the department Director.
18. Provides a productivity and accuracy report of the Health Information Assistants to the Director of Health Information Management on a monthly basis.
19. Verifies documentation of clinical staff health record entries, including authentication and other documentation requirements for the electronic health record.
20. Monitors chart completion and deficiencies established by the Medical Record Standards Policy and HIM. Provides a weekly report to the Director of Health Information Management of any deficiencies.
21. Serves as subject-matter expert to the Medical Staff with error corrections, addenda and retractions to the electronic health record, following all SNHS HIM policies and procedures.
22. Coordinates archiving of records, including master list creation, retrieval and preparation of the records/charts for shipment to the SNI Archives.
23. Provides excellent customer service to patient and provider questions, including communication of process and procedure for release of information, form completion and health information.
24. Works to promote cooperative departmental procedures in order to provide and maintain high quality service to patients, physicians and other staff.
25. Must be flexible for scheduling and work hours may vary.
26. Regular travel to both territories is necessary to ensure effective performance of all job duties and responsibilities.
27. Upholds and promotes the value and integrity of the Seneca Nation Health Systems mission statement. Will promote SNHS in a positive manner.
28. Provides care through a trauma-informed lens by incorporating key principles of both physical and psychological environment safety, trustworthiness and transparency, collaboration of decision-making during treatment plan developments, empowerment of patients by recognizing and building upon individual strengths, as well as recognizing and respecting the diversity of cultural backgrounds and sensitivity.
29. Participates and completes all mandatory staff meetings, trainings, in-services.
30. Follows all policies and procedures of the department, SNHS, and Seneca Nation.

KNOWLEDGE, SKILLS, & ABILITIES:

• Excellent oral and written communication skills.
• Demonstrate ability to multitask, keeping organized with strong time management skills.
• Knowledgeable in medical terminology, medico-legal processes, anatomy and physiology.
• Possesses complex understanding of medical, administrative, ethical, legal and regulatory requirements of a HIM Department.
• Have excellent knowledge of the HIPAA Privacy and Security Rule laws and state and federal regulations related to Protected Health Information management use and disclosure.
• Thorough knowledge of computers and experience with electronic health records programs.

QUALIFICATIONS:

• High School Graduate with at least five years experience in the Health Information Management field or an Associates Degree in Health Information Management, required.
• At least three years experience as a supervisor in a health information or health related field.
• Experience in a large hospital, academic medical center, outpatient health care setting, or Indian Health Service (IHS)/tribal health, preferred.

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