Health Information Management (HIM) Coordinator

POSITION SUMMARY:

Performs defined procedures within the Health Information Systems Management (HISM) department to maintain the lifecycle workflow of health records. Functions both independently and as a team member by training to all department procedures. Assists in leading workflow development related to HISM functions. Adheres to and enforce WellPower’s policies and regulatory compliance under state and federal laws and regulations governing confidentiality, privacy, & security of medical, mental health, and substance use disorder protected health information. Collaborates with and supports Quality Systems and HISM Management in administration of HISM improvement processes and day-to-day functions.

ESSENTIAL JOB FUNCTIONS:

• Maintain the lifecycle of the health record, in paper and electronic formats: creation, distribution, processing, organization, storage, retrieval and disposition.
• Identify and document projects and procedures that require quality improvement, updates or revisions, and provide input to team and management to maintain HISM goals, standards, and benchmarks.
• Perform imaging tasks (document preparation, scanning, indexing, and quality verification) in conformance with procedures. Collaborate with the HISM Manager and/or IS (Information Systems) and external imaging vendor for reporting and resolution of issues.
• Assist internal staff in locating records, documents, and managing information requests. Exercise authority by communicating with staff on compliance, regulatory requirements, or procedural issues regarding the health record or electronic health record.
• Perform quality and verification audits and reports as requested for compliance monitoring. Develop reports and data compilations for team reviews and external auditors.
• Facilitate, as needed, new employee training on privacy and confidentiality of protected health information or monthly new employee training on HISM functions.
• Provide general administrative support for office operations.
• Maintain an inclusive environment that is strengths-based, recovery and resilience-oriented, trauma-informed, anti-racist, and supports the health and wellbeing of everyone.
• Performs other duties, tasks, projects as assigned to meet changing business conditions and priorities.

EDUCATION:

HISM Coordinator I: Associate's degree or minimum 3 years in administrative services or information management. Coursework in record-keeping or health records preferred.

HISM Coordinator II: Bachelor’s degree in Health Information Management (HIM), Healthcare Administration, or similar discipline. In lieu of a Bachelor’s degree, 4+ years of experience in Release of Information. Registered Health Information Technician (RHIT) certification preferred.

EXPERIENCE:

Minimum 2 to 4 years of work experience in an office environment or health care setting. Experience working in behavioral health setting; previous experience record-keeping or health records preferred. Experience in operating office equipment, proficient computer skills, and working knowledge of desktop office suites/software.

Background in quality improvement or project management; strong comprehension and knowledge of PHI privacy, security and confidentiality rules and regulations.

SKILLS AND COMPETENCIES:

• Working knowledge of relevant state and federal laws and regulations related to health record management as well as privacy & security of protected health information.
• Excellent verbal and written communication skills, able to research problems and follow-through.
• Able to provide exceptional customer service to both internal and external contacts, including clinical staff, legal offices and attorneys, and the people we serve.
• Knowledge of and ability to demonstrate trauma-informed principles and practices.
• Able to effectively and independently prioritize tasks and assignments.
• Able to multi-task and organize large volumes of electronic and paper data as well as requests for records.
• Able to utilize information technology (IT) such as Windows 10 operating systems, Microsoft Office, Microsoft Teams, Adobe PDF, electronic databases, and scanning systems.
• Able to work collaboratively in a team environment and under the supervision of the HISM Manager. Communicates and resolves issues at an internal level effectively.
• Able to coach staff and co-workers in company policies in reference to records, clinical document management, and enforce policies governing privacy and security.

PRINCIPLE CONTACTS: Interfaces with supervisors, administrative staff, clinical, and other staff members for the purpose of obtaining information for system requirements and exchanging information regarding projects. External contacts include entities that request records, i.e., people-served, other healthcare providers, attorneys, and judicial institutions.

SUPERVISORY RESPONSIBILITIES: No direct supervision. As a subject matter expert may be appointed as a point person of a process and procedure.

MACHINES AND EQUIPMENT TO BE USED: Computers, calculators, fax machines, copiers, telephone, scanning machine, and a variety of other office/clerical equipment.

TYPICAL PHYSICAL DEMANDS: Requires sitting, standing, bending and reaching. Ability to lift up to 45 pounds. Ability to operate office equipment and troubleshoot malfunction problems. Able to bend, climb, and stoop to move charts and records from filing cabinets and shelves. Hearing and vision acuity to view computer screens and read hand-written documents. Must have own transportation and be able to travel to sites. Requires manual dexterity sufficient to operate standard office machines such as computers, fax machines, the telephone and other office and/or clinical equipment.

WORK SETTING: Work includes Monday - Friday hybrid schedule with 2-3 days on-site and 2-3 days remote/virtual, including occasional travel to various WellPower buildings. Must be flexible in changing work environment to meet department needs.

Why else might you want to consider working at WellPower?

• Named Top Workplace - we have been named a Top Workplace by the Denver Post for 11 consecutive years
• Champion Social Justice Causes - we are committed to ending anti-Black racism in our community
• 9 Paid Holidays – including Juneteenth, Martin Luther King Jr. Day and more
• Robust Benefits Package – our benefits start at 30 hours per week and include medical, dental, and vision insurance, and a retirement match
• Employee Resource Groups – our ERG’s offer a chance to connect, address workplace challenges and get support from individuals who share similar characteristics or life experiences
• Gainsharing – we offer a bonus to employees if the organization meets certain requirements for the year
• $53,435/year minimum wage for all employees – we believe that our employees should earn a livable wage conducive to the cost of living in Denver, Colorado
• Free Licensure Supervision – for LCSWs/LPCs/LMFTs
• Sports Leagues – we offer a variety of activities for our employees, including bowling, dragon boat racing, volleyball leagues, and more

Benefits

WellPower offers a generous benefits package starting at 30 hours per week. Some of the benefits include:

Medical Insurance

We offer medical insurance from Cigna. As of January 2022, our medical plan provides free primary care, prescriptions and more.

Dental Insurance

We offer dental insurance from Cigna.

Retirement Savings 403(b) & Employer Match

We offer a retirement savings 403(b) plan and 5% employer match through Voya.

Free RTD Pass

We offer all employees a free RTD Eco-Pass which allows unlimited use of all buses and light rail services in Denver.

Excellent PTO & Paid Holidays

We offer a very generous Paid Time Off schedule which becomes more robust over time, as well as nine paid holidays and two Well-Being days.

Basic Life and AD&D Insurance

We offer Basic Life and AD&D Insurance through NYLife/Cigna.