Health Information Manager / Office Manager

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES: General Office Management – Site Management for the Lexington Location Maintains office equipment and furniture and coordinates needed improvements. Organizes and oversees all building and space improvement projects. Keeps up with maintenance agreements and service contracts for site specific equipment.

Manages office supplies inventory and place orders as needed. Works with the Finance Dept. to research and negotiate vendor pricing and vendor options for site specific needs. Works with IT specialists to troubleshoot computer and systems problems. Health Information Management and Technology Manages the day-to-day operations of the Medical Records Dept.

for CEC. Provides medical records administrative support for CESC. Works with Human resources on personnel matters in the Medical Records Dept. by facilitating the work and documentation on matters including, but not limited to, hiring, staff orientation, progressive discipline, and performance improvement. Medical Records Department Staff will be stationed at multiple clinic sites.

Oversees all medical records requests from patients and third parties. Collaborates with the clinical team on electronic health records and PACs needs and improvements. Manages the Medicare-required quality reporting programs (MIPS) for CEC. Ensures timely submission of reports. Provides updates to CEO and Providers throughout the year on quality scores and areas that need improvement.

Supports CESC with quality reporting as needed. Leads HIM-related organizational projects and process improvements initiatives for CEC and CESC as needed. Serves as the primary administrative liaison for the organization’s IT vendor and practice management/electronic health records software vendor. Has administrative responsibility for CEC’s patient portal.

Conducts a monthly meeting with physicians and CEO to provide departmental and project updates. HIPAA Privacy Officer – CEC and CESC Manages the organization’s HIPAA Policies and Procedures and ensures compliance. Develops and implements new policies and procedures as needed. Assesses methods and procedures used to store and transmit PHI; identifies security and other compliance risks and researches and recommends improvements.

Serves as an internal subject matter expert on HIPAA, maintaining current knowledge of HIPAA laws and regulations, and any other applicable federal and state privacy laws or regulations Maintains the HIPAA privacy notice provided to patients. Leads regular patient privacy education and training for all staff members. Investigates and responds to internal privacy violations reported through the hotline or through management reporting.

Maintains all Business Associate Agreements with active vendors. Facilitates the organization’s annual security risk assessment (SRA). 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. To meet the business needs of the company duties, responsibilities, and activities may change at any time with or without notice.

EDUCATION AND EXPERIENCE

Bachelor’s degree in business or related field or equivalent combination of education and experience. At least 3 to 5 years’ experience in office management and health information management; preferably in a healthcare setting; with at least 2 years’ experience in supervising employees. KNOWLEDGE, SKILLS, AND ABILITIES: Competencies include ethical conduct, business acumen, performance management, budget and resource development, strategic planning; demonstrated success developing and monitoring systems to manage both operational and programmatic work that involve high levels of collaboration.

Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community. Exceptional organizational, problem-solving skills, analytical, and customer service skills. Proficient in Microsoft Office products. Proficient in reporting software Excellent communication and professional leadership skills.

Must have exceptional attention to detail. Personal qualities of integrity, credibility, and commitment. Flexible and able to multi-task; can work within an ambiguous, fast-moving environment, while also driving toward clarity and solutions; demonstrated resourcefulness in setting priorities and guiding investment in people and systems.

WORKING CONDITIONS AND PHYSICAL EFFORT: Full-time position with a work schedule of Monday through Friday 8:00am to 5:00pm. Position operates in a professional office environment requiring minimal physical activity. Building meets required ADA standards and we will make reasonable accommodations to enable individuals with disabilities to perform the essential functions of the job.

Physical demands include but are not limited to: The ability to sit, stand, walk, and use hands and fingers to operate a computer keyboard, mouse, and telephone to talk and hear. The ability to frequently sit and reach with hands and arms. The ability to occasionally lift and/or move up to 25 pounds. Must be able to utilize office equipment such as desktop/laptop computers, copiers, printers, scanners, telephones and calculators.