Health Information Management Director

Counseling + Recovery Services; Tulsa (OK); On-site; USD 65,000 - 95,000; Full time

Job summary

Counseling + Recovery Services seeks a Health Information Manager to oversee medical records operations, ensure HIPAA compliance, and lead the HIM team. The role partners with the Clinical Director and Director of Operations to maintain privacy, regulatory adherence, and quality across the agency.

The position requires management experience, knowledge of EHR systems, and the ability to train staff while maintaining strict confidentiality in a behavioral health setting.

Qualifications

• Health Information Management experience with at least an Associate Degree and 3 years’ supervisory experience or equivalent experience/certification
• Bachelor’s degree or higher in related field and/or RHIT/RHIA certification preferred
• Knowledge of state and federal regulations governing PHI, especially mental health and substance abuse records
• Experience with HIPAA training, breach reporting, and security/compliance practices
• Proficiency with MS Office and electronic health records systems
• Ability to manage multiple projects and work under pressure with confidentiality

Responsibilities

• Oversees daily operations and management of agency medical records, related systems and compliance
• Acts as project manager or lead for medical records related initiatives
• Develops policies and procedures for HIPAA compliance, privacy, and retention of medical records
• Maintains logs, indices, and databases for accurate status and retrieval information
• Monitors changes in federal/state laws and accreditation standards affecting medical records
• Performs regulatory and accreditation reviews and reports findings to leadership
• Provides technical assistance for health information services and clinical operations
• Tracks annual HIPAA breach reporting to the OCR as required
• Collaborates with IT to improve health information workflow, security, and privacy
• Facilitates HIPAA compliance training for new hires and ongoing staff
• Ensures staff credentials for billing and service provision
• Shares information privacy guidance with agency facilities
• Leads health information technology staff and coordinates with leadership
• Participates in agency teams and quality initiatives
• Meets with clients to discuss privacy concerns and medical records reviews
• Supports staff with medical record questions and workflow concerns
• Develops plans for retention and destruction of medical records
• Reports to Director of Operations and Clinical Director about HIPAA and compliance
• Executes performance evaluations and leadership duties for the health information team
• Contributes to a recovery-focused, trauma-informed service environment

Skills

Regulatory knowledge

Communication skills

Confidentiality

Project management

HIPAA awareness

Education

Associate degree in Health Information Management

RHIT or RHIA certification preferred

Bachelor’s degree or higher in related field preferred

Tools

Microsoft Outlook

TEAMS

SharePoint

Word

Excel

EHR systems

HIPAA Secure Now

Policy Tech

Job description

MINIMUM QUALIFICATIONS:

Health Information Management experience with at a minimum an Associate Degree and a minimum of 3 years’ experience supervising in the health information management field or equivalent experience or certification as determined by the agency. Bachelor’s degree or higher in a related field and/or RHIT or RHIA certification is preferred.

Brief Description

MINIMUM QUALIFICATIONS:

Health Information Management experience with at a minimum an Associate Degree and a minimum of 3 years’ experience supervising in the health information management field or equivalent experience or certification as determined by the agency. Bachelor’s degree or higher in a related field and/or RHIT or RHIA certification is preferred.

Special Knowledge, Skills And Abilities

• Must be knowledgeable regarding state and federal regulations governing the maintenance and release of protected health information, especially those related to mental health and substance abuse records.
• Knowledge of compliance concerns, e.g. Security Risk Assessments, Breach reporting, Employee HIPAA training/education.
• Demonstrated efficiency with various computer software programs such as Microsoft Outlook, TEAMS, SharePoint Word, Excel, and electronic health records.
• Ability to learn specialized software programs, e.g. EHR, HIPAA Secure Now, and Policy Tech.
• Proficient in completing computer related work, e.g. spreadsheet development, reporting from EHR systems and other assignments.
• Effective oral and written communication skills.
• Ability to maintain strictest confidentiality guidelines for interactions regarding the transmittal of client information.
• Ability to establish effective relationships and communicate clearly and politely with emotional intelligence while interfacing with clients, all staff, the Board of Directors, vendors and the general public.
• Ability to manage multiple projects simultaneously.
• Ability to work well under pressure meeting deadlines with efficiency and consistency.
• Some knowledge of third party payers: billing codes and applicable documentation i.e. Mental Health and Substance Abuse, Medicaid, Medicare, and private insurance and processing in medical records systems.

Position Responsibilities

• Practices and promotes the Sanctuary model seven commitments: nonviolence, emotional intelligence, social learning, open communication, social responsibility, democracy and growth and change. (A-,G).
• Oversees daily operations and management of agency medical records, related systems and compliance. (A,C,D,E,F,G)
• Acts as project manager and/or lead and/or oversight for medical records related and other agency project initiatives.
• Develops policies and procedures for the preparation, maintenance, completion, privacy, regulatory compliance (e.g. HIPAA, CARF, ODMHSAS) and retention of medical records. Also completes an annual review and update of related policies and procedures. (A,B,C,D,F,G)
• Ensures creation and maintenance of electronic and/or manual logs, indices, and databases to provide accurate status and retrieval information. (A,C,D,E,F,G)
• Stays abreast of current knowledge of applicable federal and state medical record and electronic health record related laws and accreditation standards; monitor and communicate changes to ensure organizational adaptation and compliance. (A,C,D,E)
• Performs regulatory and accreditation review for the Health Information Management Department. Summarizes findings and report results of review activities to the Clinical Director and/or the Leadership Team as appropriate. (A,B,C,D,E,F.G)
• Completes quality reviews of records and reports findings or deficiencies to other leaders and partner with the quality performance auditor to identify and address areas of concern.
• Provides technical assistance for other health information services functions and clinical operations and workflows. (A.B.C.D,F)
• Provides consultation and monitoring of records maintained at other agency facilities.
• Monitors, advises and trains on organizational information privacy compliance issues. (A,B,C,D,F,G)
• Works in collaboration with the Controller or designee to ensure staff have current crendentials to provide and bill services appropriately. (A,B,C,D,F,G)
• Works in collaboration with information technology staff/consultants/providers to assess risks or develop improvements to health information workflow, security and privacy. (A,B,C,D,F,G)
• Facilitates HIPAA Compliance new hire orientation. Develops training and monitoring programs to ensure employee awareness of and compliance with health information privacy policies and procedures. (A,B,C,D,F)
• Tracks, monitors and completes, at a minimum, annual reporting to Office of Civil Rights regarding HIPAA breaches and/or as required by federal regulations.
• Participates in continuous improvement of agency processes and procedures (A,B,C,D,E,F,G)
• Works collaboratively with peers in planning, developing, implementing, and supporting new or existing information applications, processes and procedures that will improve overall effectiveness of agency clinical operations. (A,B,C,D,E.F,G)
• Meets with clients to discuss their privacy concerns and when client has requested a review of their medical records.
• Assists staff with medical record related questions and/or workflow concerns that impact client services.
• Develops plans and methods for retention and destruction of medical records.
• Participates on various agency teams, e.g. Sanctuary Core Team, Safety Committee, Quality, etc.
• Leads and manages health information technical staff, including associate administrative activities such as performance evaluations, leadership and management. (A,B,C,D,F,G)
• Acts as the Corporate Compliance Officer and in this role reports directly to the Board of Directors. Refer to the Corporate Compliance Job Description for role expectations. (A,C,D,E,F,G)
• Supports and promotes a service environment for individuals in need of behavioral health and/or co-occurring services that is recovery focused, welcoming, and attentive to the needs of individuals who may have experienced trauma in their lives. (A,C,F)

OTHER DUTIES:

Perform other duties as assigned.

Physical Requirements:

Must be able to move from location to location, bending, stooping, lifting 25 pounds, communicate clearly, prepare written communications, present information to other employees, process complex information within established procedures/programs, enter data into various programs.

Required Training

• New Hire Orientation Annual Harassment for Supervisors
• Annual Workplace Violence Annual Safety & Fire Training
• Annual Diversity Training Annual HIV Training
• Annual HIPAA and Confidentiality Training Supervisor Training as Assigned
• Sanctuary Initial and Two Annual Booster Trainings thereafter
• Other mandated training assigned

HIPAA:

This position is permitted to access confidential client information, paper and electronic, without authorization and unsupervised. Information shall only be accessed on a need to know basis, in the scope of the job

REPORTS TO:

Director of Operations with dotted line reporting to the Clinical Director

EMPLOYMENT STATUS:

Exempt.

SUPERVISES:

Health Information Management Techs and the Lead Health Information Management Technician

HOURS:

Full time. Evening and/or weekend work will be required to meet position and business objectives.

Performance Appraisal Elements

• Domain A: Quality of Work Domain E: Dependability/Reliability/Attendance
• Domain B: Teamwork/Cooperation/Cultural Competence Domain F: Leadership
• Domain C: Client/Customer Focus/Cultural Sensitivity Domain G: Decision Strength
• Domain D: Organizing, Planning, and Being Productive