Manager of HIM Operations

Houston Methodist

Houston, TX, USA

Full time

Dec 8

This job is no longer accepting applications.

At Houston Methodist, the Manager Health Information Management (HIM) Operations position is responsible for managing a variety of operational areas within the Health Information Management department.


The Manager position responsibilities include managing the daily work activities of the work unit/department staff, ensuring quality, productivity, functional excellence and efficiency while assisting management in accomplishing strategic and operational objectives. In addition, this position provides guidance to staff and is responsible for staffing, budget compliance, contributing to staffing decisions such as hiring and terminating employment, coaching and counseling employees on work related performance, and assisting in the development and implementation of policies and procedures to ensure a safe and effective work environment. This position also implements training, monitoring and operations initiatives that assure compliance with ethical and legal business practices and accreditation/regulatory/government regulations.


Requirements:

PRIMARY JOB RESPONSIBILITIES

Job responsibilities labeled EF capture those duties that are essential functions of the job.


PEOPLE - 20%

  1. Performs management responsibilities of selection, scheduling, supervision, retention, and evaluation of employees in the HIM department. Provides development and mentoring of staff. Meets or exceeds threshold goal for department turnover. Develops direct reports to perform these same functions. (EF)
  2. Provides leadership and communication to maintain a competent and engaged employee group by conducting regular department meetings to review policies and procedures and operational matters, rounding on all employees, completing performance appraisals, conducting new hire feedback sessions, coaching/corrective counseling, and providing recognition/commendations to achieve desired outcomes. Provides timely guidance and feedback to help others strengthen specific knowledge/skill areas needed to accomplish a task or solve a problem. (EF)
  3. Facilitates the promotion of teamwork within and between departments; participates and/or leads and facilitates department process improvements as needed. (EF)
  4. Meets or exceeds threshold goal for department and/or system metrics on employee engagement indicators: action readiness score, tier level. (EF)


SERVICE - 20%

  1. Plans and organizes day-to-day HIM department operations, schedule and activities. Sets priorities and functional standards, giving direction to staff as necessary to ensure the best possible delivery of service and high customer/patient satisfaction. (EF)
  2. Drives department service standards and activities to impact department and/or system score for patient/customer-based satisfaction, through role modeling and fostering accountability. Serves and actively participates on various entity committees as a voice for the HIM department. (EF)


QUALITY/SAFETY - 20%

  1. Ensures a safe and effective working environment; monitors and/or revises the HIM department safety plan and/or any specific accreditation/regulatory required safety guidelines. (EF)
  2. Uses and optimizes information systems to enhance operations; supports entity-specific performance improvement and data management/analysis functions. (EF)
  3. Employs a proactive approach in the optimization of safe outcomes by monitoring and improving the department workflow, using peer-to-peer accountability, and identifying solutions via collaboration. Adopts lean principles in driving process improvements. Role models situational awareness, using teachable moments to improve safety. (EF)
  4. Monitors self and employee compliance to policies and procedures and performs associated actions upon non-compliance (i.e., focal point review requirements, disaster plan, inservices, influenza immunization, wage and hour, standard hours, timely termination submission, timely timecard approval, etc.). (EF)
  5. Ensures the department and responsible areas of HIM are adhering to standards and operate in a progressive manner. Also, monitors and ensures departmental processes align with established goals and promotes change/improvement as necessary to achieve or exceed goals.


FINANCE - 20%

  1. Assists in the development of department budget and ensures that the department operates in a cost effective manner. Manages/audits department expenses within approved budget parameters, ensuring that the HIM department meets the budgeted/flex revenue and/or expense targets on a monthly and annual basis. Develops staffing plans and schedules to meet department needs that reflect understanding of the importance of cost-effectiveness. (EF)
  2. Implements department strategies to achieve financial target and staffing needs, developing others to do the same, through optimizing productivity, supply/resource efficiency, minimizing incidental overtime and overtime percentage, and other areas according to department specifications. (EF)
  3. Develops and reports performance metrics for assigned work sections. Ensures section goals are met by employees.


GROWTH/INNOVATION - 20%

  1. Identifies and implements innovative solutions for practice or workflow changes to improve department operations or other department-specific measures by leading unit projects and/or other department/system directed activities. Supports change initiatives, maintaining effectiveness when experiencing major changes in work responsibilities or environment; adjusts effectively to work within new work structures, processes, requirements or cultures. (EF)
  2. Proactively evaluates processes; recommends and implements action plan(s) for change. Participates in the development and implementation of new procedures and the review and revision of existing procedures. (EF)
  3. Identifies opportunities and takes action to build strategic relationships between one's area and other areas, teams, departments, and units to achieve business goals. (EF)
  4. Seeks opportunities to identify developmental needs of self and staff and takes appropriate action. Ensures own career discussions occur with appropriate management. Completes and updates the individual development plan (IDP) on an on-going basis. Conducts conversations with staff on their development and IDP. (EF)
  5. Performs/leads performance improvement activities that support operational efficiencies, data integrity and service quality.


This job description is not intended to be all inclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises.


Qualifications:

EDUCATION REQUIREMENTS

  • Bachelor degree in health information management, health care informatics, computer science, statistics, or a related field required or additional four years of experience (in addition to minimum experience requirements listed below) required in lieu of degree


EXPERIENCE REQUIREMENTS

  • Three years of management experience in health information management
  • Operational experience in key health information management functions, such as record processing and retention, analysis of medical records for physician completion, physician notification and suspension, release of health information, data integrity, and/or birth registration
  • Operational experience with medical record imaging and electronic health records preferred


CERTIFICATIONS, LICENSES AND REGISTRATIONS REQUIRED

  • Registered Health Information Administrator (RHIA) preferred



KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

  • Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations
  • Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or security
  • Ability to effectively communicate through a variety of channels with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles; engages the recipient(s) and helps them understand and retain the message
  • Demonstrates the ability to interact with others in a way that gives them confidence in one's intentions and those of the organization
  • Ability to use appropriate interpersonal styles and techniques to gain acceptance of ideas or plans; modifying one's own behavior to accommodate tasks, situations and individuals involved
  • Demonstrates leadership qualities and critical thinking through self-direction initiative and effective interpersonal skills and oral/written communication skills
  • Ability to identify and understand issues, problems and opportunities, comparing data from different sources to draw conclusions; using effective approaches for choosing a course of action or developing appropriate solutions; taking action that is consistent with available facts, constraints and probable consequences
  • Ability to work effectively in a fast paced environment
  • Demonstrates flexibility and adaptability in the workplace
  • Advanced knowledge of accreditation/regulatory agencies and Medicare Conditions of Participation requirements related to information management and medical record documentation and content; proficiency in interpreting and implementing measures to comply with these requirements
  • Advanced knowledge of federal and Texas laws related to release and retention of health information in a hospital environment
  • Demonstrated strong leadership and management skills
  • Excellent interpersonal and organizational skills and attention to detail
  • Demonstrated knowledge of multi-department and cross-functional project planning, project management, and change management
  • Computer proficiency in word processing, spreadsheet, and data management software programs


SUPPLEMENTAL REQUIREMENTS


Work AttireYes/NoUniformNoScrubsNoBusiness professionalYesOther (dept approved)No

On-Call*Yes, on a regular basis (for Non-Exempt or Exempt jobs)

*Note that employees may be required to be on-call during emergencies (i.e. Disaster, Severe Weather Event, etc.) regardless of selection above.


Travel**

May require travel withinYesHouston Metropolitan area 

May require travel outsideYesof Houston Metropolitan area 

**Travel specifications may vary by department.



Please note any other special considerations to this job: __________________________


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