JOB TITLE: Health Information Manager

Fair Labor Standards Act (FLSA) Status: Exempt

Reports to: Chief Strategy Officer

JOB SUMMARY: The Health Information Manager is a member of the Information Systems team at Spectra Health. They work to protect and ensure that all health records remain secure and are disseminated in accordance with company policy and federal law. This position works in conjunction with all teams to oversee the flow of health information both in-coming and out-going to customers and other health partners of Spectra Health. Additionally, the Health Information Manager assists Spectra Health's Privacy Officer with investigating, and responding to, organizational privacy reporting activities. The Health Information Manager reports to the Chief Strategy Officer.

ORGANIZATIONAL PHILOSOPHY:

Privacy & confidentiality: Maintain strict adherence to privacy and confidentiality protocols, ensuring the protection of both patient and employee information in accordance with Spectra Health's policies.
Champion organizational values: Promote and embody Spectra Health's core values of Compassion, Trust, Respect, Equity, and Inclusivity in all interactions and decision-making processes.
Culture of safety: Foster a culture of safety; proactively addressing hazards, incidents, and security concerns while contributing to a positive and safe work environment for employees and patients.
Teamwork & collaboration: Approach teamwork with a positive and collaborative mindset, building strong relationships across departments and sharing knowledge and experiences to enhance overall organizational effectiveness.
Be part of the solution: Actively support organizational change, offering solutions, participating in leadership initiatives, and championing efforts that align with Spectra Health's evolving mission and goals.
Patient-centered decision making: Prioritize the best interests of Spectra Health's patients, ensuring quality care and positive outcomes.
Training & meetings: Complete mandatory training requirements and attend at least 80% of departmental meetings to stay informed and aligned with organizational goals and policies.
Policy adherence & compliance champion: Strictly adhere to all Spectra Health policies and procedures, and act as a departmental advocate for Spectra Health's Compliance Program activities

ESSENTIAL JOB FUNCTIONS:

Manage the Health Information Management (HIM) department including supervising HIM staff, setting department schedules, and addressing employee performance as outlined in Spectra Health Policies.
Supervise HIM department staff in completing records and referral activities and provide guidance to the HIM team on all records and referrals processes.
Develop, document, and enforce processes for all Requests of Information (ROIs) from patients and/or other health partners in accordance with company policy and federal law.
Develop and oversee referral processing and sending to maintain closed loop referral processes for all Spectra Health clinical departments.
Collaborate with all organization departments to provide education and training on ROIs and referral processes.
Attend training as needed to stay up to date on all company policies and federal laws as they pertain to the medical records and referrals processes.
Collaborate with organizational leaders to revise and develop new documentation processes to ensure compliance with updated laws and regulations, or following changes to Spectra Health's business practices.
Serve as a first point of contact for questions from patients, regulatory agencies, or others related to patient privacy activities at Spectra Health.
Develop and oversee processes that ensure Spectra Health's adherence to rules and regulations as outlined by the Office of Civil Rights regarding HIPAA, and 42 CFR part 2 privacy rules and regulations.
With the assistance of staff, regularly monitor user EMR access and activity and assist with user access audits and corrective activities as appropriate.
Develop, oversee, and implement internal policies and processes related to patient privacy and patient records maintenance.
With the assistance of the Chief Strategy Officer, address any internal or external concerns related to patient privacy.
Provide reports as requested by the Chief Strategy Officer or other executive team members.
Other duties as assigned and deemed appropriate by the Chief Strategy Officer.

JOB QUALIFICATIONS:

Required:

A two-year degree in healthcare administration, medical terminology, or a closely related field.
Two years of experience working with clinical records.
Functional knowledge of healthcare privacy practice rules and regulations.
Experience managing and training staff.

Preferred:

A four-year degree in healthcare administration, or a closely related field.
Four years of experience managing and training staff.
Four years of experience with clinical records management.

PHYSICAL REQUIREMENTS: The Health Information Manager position is primarily a desk job that requires the ability to sit for long periods of time (up to 8 hours) at a desk or workstation. Periodically, the position requires lifting or carrying items that would be appropriate in an office environment, not more than 20lbs.

REMOTE WORK: The Health Information Manager position is eligible for hybrid remote work. For more information about remote work, please see HR Policy 1.29 - Remote Work.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Spectra Health provides job opportunities, salaries and benefits, training, promotions, facilities, and other conditions of employment without discrimination based on race, color, national origin, religion, sex, age, disability, genetic information, or any other characteristic protected by federal or state laws. Spectra Health does not retaliate against applicants, employees, or former employees for filing a charge or complaint of discrimination, participating in a discrimination investigation or lawsuit, or opposing discrimination.