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Job Summary: Provides leadership and oversight of the daily operations of the medical record department functions including birth registry for all WHS hospitals. Responsibilities include daily distribution of work, scheduling, timekeeping, orientation, education, and retraining. Responsibilities include working across departments to ensure all documentation is scanned into the health record accurately and timely, birth/fetal death certificates are registered per GA law, manages the day-to-day relationship with healthcare providers, facility departments, medical staff leadership, as well as others as assigned. Assures productivity and quality of work performed meets service level agreement and key metrics. Responsible for timely completion of performance evaluations. Handles team member performance issues, documents expectations, and utilizes the performance management process when needed to enforce compliance with policies and procedures. Works closely with HIM leadership to ensure the onsite staffing is appropriate for coverage of all functions. Identifies opportunities to improve process and the utilization of the Electronic Health Record (EHR) to achieve best practice in accurate and timely medical record documentation. Core Responsibilities and Essential Functions: Management Manages the Onsite HIM supervisors work related to chart pick up, prep and scan of the medical record as well as all birth registry and release of information. Develops and maintains super user capabilities in EHR and Document Management application (scanning system) and all other related information systems, tools, technologies, and processes; assists other team members and providers as needed to ensure all tools are fully utilized to create an efficient and effective process of scanning and auto-routing medical records to the EHR. Create policies and procedures to standardized and optimized processes that includes productivity standards to industry standard. Supports compliance with the system medical record policy and the integrity of the legal medical record by assuring accurate and timely availability of medical records. Monitors the daily workload to ensure coverage and compliance with service level agreements (SLA). Ensures HIM supervisors and team members are following the policy on proper time keeping. Verifies and makes corrections to recorded time and attendance as needed using the timekeeping system. Completes performance evaluations, keeps proper documentation on team member activity both positive and constructive. Follows system performance management process collaborates with HIM Director and Human Resources when performance issues need to be addressed formally. Creates a trusted work environment for team members through team building, coaching, constructive feedback, work delegation, leading by personal example and goal setting. Encourages creativity, open dialogue on work issues, professional growth, and a consistent high level of performance. Enables independent team member decision-making within the scope of responsibilities. Develops and deploys training for new team members and HIM supervisors and provides ongoing training as needed. Quality and Productivity Reporting Identifies and creates reporting tools for key performance metrics. Identifies trends opportunities for performance and process improvement. Reports metrics and action plans regarding to findings to HIM Operations leadership monthly to ensure compliance with the HIM SLAs and HIM Metrics. Financial Manage overtime usage and compliance Takes appropriate action to assure medical record documentation is scanned accurately, consistently, and timely according to the goals of the system assists chart completion team as needed, i.e. surgical hps, etc. to ensure timely coding of accounts Approves department expenses ensuring appropriateness of supplies ordered Develops and ensures HIM best practices for operational efficiency as well as physician, and customer satisfaction. Maximizes efficient use of resources through utilization of staffing matrix Internal and External Customer Service Works closely with patients, physicians, chart corrections team and the compliance department to process patient amendment requests Maintains accountability for department and facility communication surrounding patient grievances and works closely with the patient experience department to assist with customer service recovery Builds collaborative relationships with hospital departments and Administration Supports and assists senior leadership and management team in achieving goals and objectives. Demonstrates self-direction and flexibility in performance of position responsibilities Trust/Engagement Builds a culture of trust and engagement as reflected in the Great Place to Work Trust Index Survey at a direct report, workgroup, and hospital/entity level. Holds leaders accountable for behaviors that create trust and engagement. Performs all duties and responsibilities of this position in a manner that reflects the values of WellStar. Maintains and strengthens relationships with physicians and assures their involvement in developing systems to assure the growth of the service and the cost-effective delivery of quality patient care in a manner that fosters patient and employee satisfaction. Results Oriented Leadership Sets challenging and productive goals for team. Holds team accountable for actions while providing leadership and motivation. Provides resources and support, Uses checkpoints and data to track progress, setting up system and processes to measure results. Collaboration and Partnership Works collaboratively and as a team member with hospital leadership. Partners with Human Resources to achieve desired organizational culture, staffing and workforce metrics. Fosters positive working relationships between staff and physicians across the Health System. Fosters a culture that focuses on patient satisfaction, safety, customer service, staff participation, collaboration, motivation, and effective communication. Required Minimum Education: Associate's Degree in Health Information Management Required and Bachelor's Degree in Health Information Management and RHIA credential Preferred Five years of recent and directly related HIM operations management that includes a document imaging system experience will satisfy these requirements Required Minimum License(s) and Certification(s): All certifications are required upon hire unless otherwise stated.

• Reg Health Information Tech

Additional License(s) and Certification(s): Required Minimum Experience: Minimum 2 years related work experience in a hospital or healthcare system Required Required Minimum Skills: Ability to work independently and without direct supervision, Excellent verbal/written communication, Problem solving/Critical thinking skills, Ability to prioritize and organize work activities in a fast- paced environment, Analytical skills with ability to use data to identify trends and determine action plans needed, Develop and execute process improvement, Report key performance indicators, Knowledge of Joint Commission and CMS standards in relation to medical record documentation requirements, state and federal laws relative to the confidentiality and security of patient information, Knowledge of electronic health records and related workflows. Computer skills to include document management system, electronic medical record systems, Word, Excel, and Outlook. The individual must be able to communicate and understand verbal and written English language and always display a positive attitude.

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