Health Information Management Systems (Hims) Supervisor

Marin Community Clinics, founded in 1972, is today, a multi-clinic network with a wide array of integrated primary care, dental, behavioral, specialty and referral services. As a Federally Qualified Health Center (FQHC), we provide vital health services to almost 40,000 individuals annually in Marin County. The Clinics regularly receive national awards from the Health Resources and Services Administrations (HRSA). Our Mission is to promote health and wellness through excellent, compassionate care for all.

The Health Information Management Systems (HIMS) Supervisor oversees the performance, workflow and quality of the HIMS staff. The Supervisor is responsible for the quality, efficiency, training, and overall employee and patient satisfaction.  The Supervisor will enforce MCC policies, procedures and guidelines as they pertain to the staff and workflow in the Central HIMS location and Clinic HIMS locations. 

• Monitors all aspects of job related responsibilities and workflow by continuously assessing performance and competency of staff by ensuring completion of individual HIMS Technicians tasks.
• Coordinates meetings, schedules ongoing training and compliance in conjunction with the Support Services Director.
• Building a collaborative relationship with Clinic Operations Teams.
• Liaison between MCC and Smartflier and OnBase management team.
• Communicates effectively with staff at all times by keeping staff informed of changes affecting department to ensure department efficiency.
• Responsible for staff conflict resolution, disciplinary actions as agreed with Human Resources (HR) Department.
• Trains new and existing HIMS staff on olicies, procedures and operational workflows.
• Reviews and revises the HIMS Manual / policies and procedures in conjunction with Privacy Officer.
• Report on staff and clinic wide production in relation to HIMS.
• Provide input in the development and maintenance of the Electronic Health Record (EHR) and EDR systems in regards to HIMS activity.
• Perform quality control inspections regularly to ensure image quality and correct indexing location.
• Ensure that medical records release requests are performed in a timely manner.
• Ensure that paper and electronic faxes to be filtered and distributed or scanned as necessary.
• Close electronic orders and update Health Maintenance protocols based on documentation received within the clinic.
• Re-file and/or rescan documents as requested per the clinical and business staff.
• Protect the security of medical records to ensure that confidentiality is maintained.
• Care Team Responsibilities as outlined in the Care Team Patient Center Medical Home procedures.
• Maintain appropriate staff levels and participating in recruitment. This includes working collaboratively with HR Recruiters and may involve dispositioning candidates utilizing our electronic platform ATS (ICIMS), interviewing and checking references.
• Onboard, train and support continued development of staff.
• Manage employee performance, effectively communicate expectations and goals and provide performance feedback and evaluation in a thorough and timely manner.
• Complete time and attendance requirements for team, approving timesheets, time off requests, and ensure accurate and timely completion for payroll.
• Ensure a safe, secure and ethical work environment by upholding MCC’s policies and procedures.
• Other duties as assigned by Supervisor.

Education and Experience:

• College degree or education beyond high school is preferred.
• Health Information Management Certificate strongly preferred
• Minimum of five years’ experience in Medical Records/Clinical environment.
• One-two years of supervisory experience.
• Experience with EPIC Electronic Health Records preferred.

Required Skills and Abilities:

• Ability to use Microsoft Office.
• Must be able to effectively use a computer.
• Must be able to effectively communicate in English both verbally and in writing.
• Excellent teamwork and customer service skills.
• Must have high attention to detail and the ability to identify errors and correct them.
• High level of initiative and ability to follow through on assignments.
• Ability to recognize problems and seek help when necessary.
• Ability to organize and prioritize duties, projects, assignments and deadlines as required.
• Must be willing to spend long hours at desk station looking at computer screen.
• Must be able to work well independently and/or in groups.
• Must have reliable transportation.

Physical Requirements and Working Conditions:

• Prolonged periods of sitting at a desk and working on a computer.
• Use of mouse, keyboard and headset.
• Moderate to loud noise and intermittent interruptions.
• Must be able to lift up to 15 pounds at times.

Benefits:

Our mission informs our approach to your benefits program. Our benefits program is designed to protect your health, family and way of life. We offer a competitive Benefits Program that includes affordable health insurance and Health Reimbursement Accounts (HRA), Dental and Vision Insurance, Educational and Continuing Education Benefits, Student Loan Repayment and Loan Forgiveness, Retirement Plan, Group Life and AD&D Insurance, Short term and Long Term Disability benefits, Professional Fee Reimbursement, Mileage and Cell Phone Reimbursement, Scrubs Reimbursement, Loupes Reimbursement, Employee Assistance Programs, Paid Holidays, Personal Days of Celebration, Paid time off, and Extended Illness Benefits.

All employees are required to be fully vaccinated for COVID-19, including "health-care" required boosters as a condition of employment, subject to limited exemptions. New employees are required to provide proof of being fully vaccinated for COVID-19 and boosted before the first day of employment. If you completed your primary series, received an original booster and it has been more than 2 months from that booster dose - it is recommended, but not required that you receive the Bivalent booster. 

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.

MCC is an equal opportunity employer.  We enthusiastically accept our responsibility to make employment decisions without regard to race, religious creed, color, age, sex, sexual orientation, gender identity, national origin, religion, marital status, medical condition, disability, military service, pregnancy, childbirth and related medical conditions, or any other classification protected by federal, state, and local laws and ordinances.