Health Information Management Program Coordinator III

Massachusetts Department of Mental Health (DMH); Brockton (MA); On-site; USD 95,000 - 135,000; Full time

Job summary

Massachusetts Department of Mental Health (DMH) Brockton Multi Service Center (BMSC) is seeking an experienced Health Information Management Director to lead the HIM department, ensuring compliant medical records management across DMH, BMSC and Joint Commission standards.

The role supervises clerical staff, chairs the HIM committee, maintains records, produces reports, handles requests, and upholds HIPAA privacy. Hours are 40 per week, 8:30 a.m. to 5:00 p.m., with Saturdays and Sundays off.

Qualifications

• Four years of professional, administrative or managerial experience in health information management or related field.
• At least one year in a supervisory capacity.
• Substitutions allowed: BA/BS or higher in business/admin; Advanced degree for additional years.

Responsibilities

• Organizes a medical record system for every client admitted.
• Champions HIM committee duties and maintains minutes.
• Ensures availability of medical record forms for staff.
• Produces statistical reports and annual leadership report.
• Maintains confidentiality per agency regulations and HIPAA.
• Supervises Clerk III staff and orients new employees.

Skills

Microsoft Office

Leadership

Health information management

Education

Bachelor's degree in health information management or related field

Graduate degree in health administration or public administration

Tools

Microsoft Office Suite

CEHRS certification

Job description

The Department of Mental Health's Brockton Multi Service Center (BMSC) is seeking an experienced Health Information Management (HIM) Director. The HIM Director would be responsible for the management of the medical records (HIM) department to ensure that records are maintained according to DMH, BMSC, and Joint Commission regulations, policies, and procedures.

Please Note: This position is 40 hours per week. Work Schedule: 8:30 a.m. to 5:00 p.m. The days off are Saturday and Sunday.

Duties and Responsibilities (these duties and responsibilities are not all-inclusive):

• Organizes a medical record system that provides a medical record for every client admitted to the BMSC.
• Serves as the Chairperson of the BMSC’s HIM Committee, ensuring adherence to bylaws, writing and maintaining minutes, and scheduling regularly cadenced committee meetings.
• Ensures that medical record forms are available to BMSC staff.
• Attends statewide HIM Directors meetings and other related meetings as applicable.
• Reviews both active and discharged client records for completeness, timeliness, and accurate documentation. Files discharged records when assured all information is complete by the Clinical Director or designee.
• Produces statistical reports and surveys as requested and an annual report to Leadership to include data collection, goals, and objectives.
• Responds to requests for information from authorized individuals/facilities within stipulated time frames. Processes outgoing requests for information within established policy, procedures, regulations, and the Joint Commission standards.
• Ensures confidentiality of client information according to agency regulations.
• Orients new employees to medical records.
• Recommends appropriate protocol and ROP manual changes for HIM protocols and writes new or edits as needed.
• Responds to court orders for medical records.
• Requests information from other facilities/individuals for client care.
• Assists in volumizing records and prioritizes those needing to be thinned.
• Fulfills the priority duties of the record room clerk in their absence.
• Periodically shifts all closed and volumized records to maintain adequate shelf space for new and volumized records.
• Identifies records slated for storage. Boxes records and maintains detailed paperwork requirements.
• Ensures all record forms adhere to BMSC standards while organizing and maintaining a form number log.
• Provides supervision to Clerk III staff. 19. Knowledge of HIPAA and PHI. 20. Performs other related duties as required.

Preferred Qualifications:

• Proficiency in Microsoft Office applications including Outlook, Word, and Excel.
• Specialized training and/or certification in areas related to health information management.
• Certified Electronic Health Records Specialist (CEHRS)

A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori.

Education, licensure, and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines.

Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.

ADA Reasonable Accommodation:

If you require a reasonable accommodation with the application/interview process, please contact us at: EOHHS Candidate ADA Requests

For questions regarding this requisition, please contact Executive Office of Health and Human Services, Human Resources at 1-800-510-4122, Option 4.

Qualifications

First consideration will be given to those applicants who apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) four years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A bachelor's degree with a major in business administration, business management, or public administration may be substituted for a maximum of two years of the required (A) experience. *

II. A Graduate degree with a major in business administration, business management, or public administration may be substituted for a maximum of three years of the required (A) experience. *

III. A bachelor's or higher degree with a major other than in business administration, business management, or public administration may be substituted for a maximum of one year of the required (A) experience. *

*Education toward such a degree will be prorated based on the proportion of the requirements actually completed.

NOTE: No substitutions will be permitted for the required (B) experience.

Salary placement is determined by a combination of factors, including the candidate’s years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division’s Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.

An Equal Opportunity / Aff…

The Commonwealth is an Equal Opportunity Employer and does not discriminate based on race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.