Health Information Management Manager

CareWell Health -

The Health Information Management Manager oversees the daily operations of the Health Information Management (HIM) Department, in coordination with the Director of HIM, while effectively coordinating, managing, and improving daily, weekly, and monthly departmental activities.  This includes all areas of HIM and is responsible for the effective operations and works closely with the HIM Director and CDI Supervisor.  This position requires a hands-on management approach to ensure all aspects of Medical Record Document Management, Release of Information, Health Information systems, Master Patient Index (MPI Integrity) and Coding – are conducted efficiently, accurately, and in compliance with hospital policies and applicable federal, state, and local regulations, including privacy regulations (HIPAA), and accreditation standards.  The HIM Manager requires financial judgment to maximize performance, customer satisfaction, and integrity of the legal medical record.  This role requires extensive collaboration across all departments and areas impacting the revenue cycle process.

Essential Functions

Under the regular supervision of the HIM Director, the Health Information Manager (HIM) effectively supervises the daily HIM departmental functions including Chart Reconciliation, Prepping, Scanning, Quality Control, Validation, Medical Record Analysis, Electronic Documentation and Systems, Master Patient Index (MPI) Integrity, Coding, and Release of information processes.

Ensure operational workflows align with hospital policies, applicable federal, state, and local regulatory requirements, and accreditation standards.

Ensure compliance with federal, state, and local laws and regulations related to health information management, including HIPAA.

Oversee Release of Information processes in compliance with New Jersey State statutes and manages the process of release of information in accordance with the Health Information Portability and Accountability Act (HIPAA). Coordinates releases for auditors, such as RAC.

Ensures production, quality and consistency of all cases coded and interprets patient medical records to ensure an efficient and compliant coding and clinical documentation improvement process.

Develop, implement, and maintain health information management systems that meet medical, administrative, ethical, legal, and regulatory requirements.

Plans daily HIM operation workflow and work assignments. Reviews daily work to identify priorities for the day-to-day including identification and resolution of problems with achieving operation targets; adjusts work assignments of staff as needed.

Manages the medical record completion process including but not limited to record analysis, deficiency management, and provider suspension.

Ensures medical record reconciliation and manages the prepping, scanning, indexing and quality control process of the legal medical record. Ensures the creation of new document types as needed and correct document types are used.

Monitors the Discharged Not Final Billed (DNFB) Report and related HIM activities to ensure timely processing of discharged medical records for coding.

Serves as liaison between the HIM Department and other Departments responsible for the maintenance and scanning of medical records and work closely with IT and Informatics staff to ensure that health information systems are effective and meet the needs of the HIM department to support a complete, accurate, medical record.

Manages medical record retention and destruction in accordance with New Jersey State requirement.

Manages the completeness and timeliness of cancer reporting to the New Jersey State Cancer Registry.

Monitor, evaluate, and report on staff productivity and quality metrics, data integrity, release of information requests, and documentation analysis.

Prepare, generate, and present HIM reports, as needed.

Generate HIM systems audit trails and accounting of disclosures, as requested by the HIM Director.

Conducts monthly quality medical record audits and aggregates the data.

Participates and leads process and performance improvement and in conjunction with the HIM Director and CDI Supervisor.

Participates and attends meetings.

Participate in the implementation, testing, training, and documentation of new technologies, policies, and process improvements.

Assist in the development and revision of departmental goals, procedures, and standards; recommend improvements to optimize operational efficiency and compliance.

Support the recruitment, training, coaching, and performance management of HIM staff; provide regular feedback and mentoring to promote professional growth and service excellence.

Assess educational needs and process improvement for operations and coding team members, conduct team member shadowing and weekly one-on-one with individual team members.

Prepare and contribute to timely staff performance evaluations.

Act as a subject matter expert and support resource for HIM staff and physicians regarding electronic documentation and medical record documentation.

Provide training and ongoing support for clinicians and consultants on EMR systems and dictation tools, ensuring proper documentation, editing, signing, and report completion.

Manage HIM Operations– PTO approvals to ensure coverage is maintained – Payroll System timekeeper, tracks time and attendance, opens service desk tickets, maintains inventory of office supplies for the office, orders supplies and ensures delivery of all ordered items.

Perform other related duties as assigned to support the HIM department and hospital-wide initiatives.

Other Duties :

Minimum Education / Certifications :

Must have one of the following certifications : Registered Health Information Technician (RHIT) or Certified Coding Specialist (CCS).

Minimum Work Experience :

3-5 years Healthcare Management experience, preferably in HIM Operations.

Familiarity with electronic medical records (EMR), document imaging systems, medical record analysis, and release of information is strongly preferred.

Process Improvement experience required.

Strong analytical and organizational skills, with an appreciation for systems and methodology.

Excellent oral and written communication skills.

Commitment to confidentiality and data integrity.

Revenue Cycle driven.

Position Type / Expected Hours of Work :

Full – Time, Day shift, 8 : 00 AM – 4 : 00 PM.  Must be willing to work holidays, weekends and provide additional coverage as needed.

Physical Requirements :

Involves tasks in various categories including mobility, strength, upper extremity postural activity, sensory / perceptual skills, and adaptability to diverse work environments.