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The County of DuPage
Wheaton, Illinois

Job Details for 4358 - Medical Records Supervisor

Job Description

FLSA STATUS: Exempt
GRADE: 111

POSITION SUMMARY
Under general supervision; performs work of moderate difficulty in the coordination of medical records and supervision of staff; perform related work as required.

DISTINGUISHING FEATURES OF THE CLASS
Work involves the internal and external control of the medical records while meeting all applicable Federal, State and Joint Commission requirements. Oversees medical record functions and is responsible for credentialing licensed practitioners, maintaining resident statistics and census information. Work is performed under general supervision of the Director of Nursing.

ESSENTIAL DUTIES AND RESPONSIBILITIES
The list of duties and responsibilities is illustrative only, and is not a comprehensive listing of all the duties and responsibilities performed by positions in this class.

• Recommends hires and promotions, directs and evaluates employment decisions for all assigned positions
• Maintain systems for filing, retention and destruction of medical records
• Maintain security of medical record systems
• Maintains control over incoming and outgoing records
• Assures that medical records are complete with all document readily accessible to facilitate retrieval and data collection
• Recommends hires and promotions, directs, evaluates, and adjusts grievances for all assigned positions
• Develops, implements and updates medical records policy and procedures
• Completes admission information in the disease index and updates at the time of discharge
• Compiles and maintains resident census
• Conducts medical care evaluation studies and reports
• Compiles and records various resident statistics
• Works with involved department to establish criteria design study and gather data
• Manages the release of information
• Ensures that requests are within State guidelines
• Oversees credentialing of all licensed practitioners based on Joint Commission regulation
• Manages and completes (International Classification of Diseases) ICD-9 coding for the facility
• Procure and manage contracted services
• Assists/advises/in-services departments regarding forms design and other medical record related issues
• Facility liaison to clinical software program vendor
• Participates in Health Insurance Portability and Accountability Act (HIPAA) and Joint Commission committees
• Coordinates and supervises on-site clinical affiliation with local community college
• Orients and supervises students' clinical experience
• Represents Center as witness for subpoena ‘duces tecum’
• Maintains regular attendance and punctuality.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES
• Adjusts work assignments and schedules in the event of an emergency to participate in emergency preparedness, response, and recovery activities as assigned.
• Depending on assignment may maintain required emergency management training, licensure and/or certifications.
• Performs related duties as required or assigned within job classification.

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 essential functions.

Knowledge of:
• Medical record information.
• Release of information policies and procedures as well as preservation of confidentiality of information requirements.
• ICD-9 diagnosis coding.
• Working knowledge of interpretation of regulatory standards.
• Current office practices, procedures and equipment
• County policies and procedures
• Applicable federal, state, and local laws, rules, regulations, codes, and/or statutes
• Management and leadership principles

Skill in:
• Interpreting and applying relevant regulations and agency requirements.
• Using computer hardware and software including word processing, spreadsheets, databases, email, etc
• Applying an acquired knowledge of procedures, rules, regulations and services applicable to the assigned office
• Planning, scheduling and supervising the work of others

Ability to:
• Plan, organize, manage and evaluate the work of the division to ensure efficient, timely and cost-effective services
• Prioritize and assigning work
• Manage projects and multiple priorities simultaneously
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals
• Plan, analyze and evaluate programs and services, operational needs and fiscal constraints
• Establish and maintain effective working relationships with department and division staff, other departments and others, such as vendors
• Communicate and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or convey information and to receive work direction
• Ensure compliance with applicable federal, state, and local
• Monitor and evaluate employees
• Prioritize and assign work
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals
• Plan, organize, manage and evaluate the work of the division to ensure efficient, timely and cost-effective services
• Plan, analyze, and evaluate programs and services, operational needs, and fiscal constraints
• Provide leadership to effectively resolve issues

SUPERVISORY RESPONSIBILITIES
Exercises supervision of personnel in related area of responsibility.

EDUCATION and/or EXPERIENCE
Completion of an Associate Degree in Applied Science, Medical Records (RHIT), or a related health field, and two (2) years of experience in medical records including one (1) year in a supervisor role; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

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.

Position is typically office or administrative work and is not substantially exposed to adverse environmental conditions.

CERTIFICATES, LICENSES, REGISTRATIONS
The ability to pass a data entry skill test