HS Supervisor Compliance & Medical Records (HHS)

HS Supervisor Compliance & Medical Records (HHS)

This position is responsible for overseeing compliance with federal, state, and local regulations across all Health & Human Services programs. This role helps ensure that all services are delivered in accordance with applicable laws, policies, and standards. The supervisor monitors internal processes, helps implement continuous quality improvement (CQI) efforts, audits staff adherence to privacy and security practices, and leads corrective actions when necessary. This position also provides guidance and training to departmentwide staff and collaborates with internal and external stakeholders to maintain program integrity and help improve service delivery. This role provides direct supervision and specifically oversees administrative functions in the areas of medical records, electronic health record (EHR), release of information, HIPAA and Civil Rights compliance, insurance credentialing, interpretation and translation services, and front desk reception.

Supervision

This position directly supervises an administrative support team comprised of four front desk receptionists and one cashier, medical records clerk, Spanish interpreter, and administrative analyst by carrying out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing and making recommendations for hiring employees; training employees; planning, assigning, and directing work; appraising performance; disciplining employees; addressing complaints and resolving issues.

Schedule

Division : Administration

Days : Monday - Friday

Work Hours : 8 : 00 a.m. - 4 : 30 p.m.

Hours Per Shift : 8

Shifts Per Pay Period : 10

Position FTE : 1.00

Applications are being accepted from current County employees as well as members of the public.

Essential Duties and Responsibilities

This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Provide supervision and direction for reception, cashier, medical records, interpreter, and administrative analyst.

Direct day-to-day operations of the compliance and medical record services within the department ensuring timely and secure handling and release of protected health information (PHI) and identifying areas for improvement.

Manage the department reception function ensuring coverage for the department phone, lobby reception, mail, and communication functions during all hours of operation.

Ensure all legal and required postings in the employee and public lobby areas are available and up to date, as well as overseeing the agency's lobby displays of available programs and services for members of the public.

Maintain an in-house transcription resource to address long term needs for clinical staff dictation.

Maintain internal and external interpretation resources and related policies and procedures.

Oversee the credentialing of therapists and prescribers for billing purposes within the outpatient behavioral health clinic.

Provide orientation to new department staff on HIPAA, confidentiality, and records expectations, as well as general agency onboarding information for new hires.

Plan, develop, and assign annual compliance training courses, including HIPAA, Civil Rights Compliance, and Fraud, Waste, and Abuse, ensuring all department staff fulfill training requirements.

Serve as the agency's Security Officer by completing and submitting system access requests to appropriate state agencies for new and termed staff, ensuring compliance with access control protocols and data security standards.

Regularly review and maintain user lists as required by each program.

Oversee the department's current electronic health record (EHR) system, Netsmart, in the areas of records retention, confidentiality, and release of information and ensure that all employees follow state and federal guidelines in these areas, as well as providing ongoing oversight of the agency's legacy EHR system, Echo Clinicians Desktop.

Oversee the security of the consumer's health record and assure timeliness for opening, closing, and release of records.

Perform the risk management function related to the quality of the health record and adherence to Federal regulations for the release of information.

Create and maintain a system for scanning and archiving the department's legacy medical records that meets the federal requirements for record retention and access.

Secure microfiche and scanned documents in a manner that provides an appropriate level of access for department staff.

Oversee routine audits of internal programs that are billed through the department for records management compliance and for State or Federal audit readiness.

Complete regular audits of EHR user access, confidential client chart access, and the scanning of medical records into the electronic database.

Review and approve confidential client status and maintain the confidential client database.

Coordinate open records requests, ensuring a timely response and appropriate information is released in accordance with laws and regulations.

Serve as the Civil Rights Compliance Officer and HIPAA Privacy Officer for the department and representative for the Countywide work team.

Develop and maintain agency compliance and privacy policies in accordance with all applicable federal and state laws.

Collaborate with staff and the Information Technology department to ensure IT security regarding HIPAA compliance and Civil Rights Compliance (CRC).

Maintain the departmental record of any HIPAA violations and investigate potential violations.

Coordinate with internal and external partners for timely, complete, and thorough responses to any audits or investigations.

Prepare monthly, quarterly, and annual reports on compliance issues for Director and Deputy Director, Health & Human Services Board and other committees as required by state and federal mandates.

Lead the agency's Compliance Committee, provide recommendations, and support the implementation of updates within the agency.

Oversee the department's continuous quality improvement (CQI) program initiatives, including monitoring and progress reporting of existing program areas.

Identify new areas for CQI development and implement program initiatives and processes with staff.

Demonstrate a commitment to county safety and risk management efforts.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and / or Experience

Associate's degree or formal preparation equivalent to a two-year program in a business related field, and four to five years of relevant prior experience. Bachelor's Degree preferred.

Proven knowledge of medical records, HIPAA, compliance standards, budget process and measurable performance outcomes.

Experience in customer services with providers and stakeholders.

Knowledge of state, federal and local laws / regulations.

Supervisory experience required.

Proven experience in quality improvement techniques, ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals as well as ability to compute rate, ratio and percent and to draw and interpret bar graphs.

Knowledge of Trauma Informed Care principles is essential.

Interactions & Communication

Provides specialized information and / or recommendations to others regarding an area of expertise.

Decision Making

This position has authority to make decisions that are within general procedures and protocols; supervision is available as required or requested. These decisions directly impact performance in the job and / or work unit within the department and information is provided with additional research and observations which contributes to the decision making process.

Thinking & Problem Solving

In relation to established procedures, protocols and policies of the county, challenges in this position tend to be diverse, but are typically covered by precedent or established practice.

Tools and Equipment Used

Typewriter Copy Machine Telephone FAX Machine Calculator Personal Computer / Printer

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee is frequently required to stoop, kneel, crouch or crawl. The employee is occasionally required to walk and lift and / or move up to 10 pounds. Specific vision abilities required by this job include close vision and distance vision.

Selection Process

TO INCLUDE : Formal Walworth County Electronic Application Education and Experience Review Oral Department Interview Reference Check Background Check Post-offer Physical Examination Drug Screen Other job related tests may be required.

Employer