Title: Supervisory Medical Records Technician

JOB ANNOUNCEMENT

TITLE: SUPERVISORY MEDICAL RECORDS TECHNICIAN

EMPLOYER: ROCKY BOY HEALTH BOARD

SUPERVISOR: CLINICAL DIRECTOR FAXED COPIES WILL NOT BE ACCEPTABLE

SALARY: RANGE STARTING AT $18.15/HOUR

STATUS: REGULAR FULL- TIME

OPENING DATE: NOVEMBER 18, 2015

CLOSING DATE: DECEMBER 3, 2015 @ 4:30 PM

PROBATIONARY

PERIOD: SIXTY (60) CALENDAR DAYS FROM INITIAL APPOINTMENT

MAJOR DUTIES:

·  Responsible for identifying and planning work tasks for assigned subordinates, including work assignments and functional needs.

·  Supervisor responsibilities include employee scheduling, time keeping, goal setting, performance evaluations, training, and disciplinary actions.

·  Provides daily guidance and instruction on work, administrative, and related matters.

·  Respond to employee complaints and issues, including escalation to higher level supervisor/management.

·  Effects minor disciplinary measures such as warnings and reprimands, recommending action in more serious cases.

·  Responsible for providing training and orientation to the professional and non-professional staff members in the standard requirements, principle methods of development, uses of the medical records and medico-legal aspect.

·  Ensure information released is in conformance with regulations and mandated compliance (e.g., regulations on a wide variety of medico-legal requirements and release of confidential medical information matters.). As necessary and required, discuss and escalate critical, usual or complex cases to Supervisor/Management.

·  Responsible for administration of the Privacy Act of 1974 and legislation of drug and alcohol abuse as related to medical records management.

·  Serves as the Privacy Act/HIPAA Coordinator.

·  Responsible for matters relating to adequacy and management of medical records.

·  Ensure records will meet legal requirements and requirements of accrediting agencies.

·  Keeps current on regulations of AAAHC/JCAHO and IHS relative to medical reports. Quantitative Analysis - A comprehensive review to assure the presence of all component parts of the record, including correct identification and validation of each by name, register number, dates, signatures where required, and the presence of all reports which are indicated by the nature of the case. Qualitative Analysis - Evaluation of the record for internal consistency and completeness. Responsible for determining eligibility of patients for services at this facility. Refers only unusual cases to supervisor with recommendation for decision.

·  Detailed understanding of eligibility and related documentation for client’s served, as well as understanding of accepting patients without sufficient proof of eligibility on the basis of the Health Board regulations regarding extenuating circumstances.

·  Responsible for the identification, collection, and compilation of data for management, statistical, and other reporting.

·  Identification, requisitioning, and controlling of inventory, supplies, and equipment for Department.

·  Ensure all referrals from other health centers other hospitals, clinics, physician offices, county health departments, and others are completed correctly to confirm clinical information is available when needed for proper follow-up and patient care.

·  Responsible for administrative non-technical management of patient registration system.

·  Responsible for correction of errors and for transmission of data to the Indian Health Service Area Office.

·  Monitors, enforces, and maintains confidentiality of medical records and other information as required by applicable laws, regulations, and policies.

·  Compose and prepare correspondence, selecting and abstracting information from the medical records in response to a wide variety of requests from outside agencies such as insurance companies, welfare agencies, other facilities as well as patients in person.

·  In understanding regulations, laws, and guidelines, will act as responsible party to determine information releases, including signature validation and identification checks.

·  Responsible for medical records management, including maintaining the medical records files, purging inactive medical records for shipment to the Federal Records Center in accordance with their current procedures.

·  Responsible for daily scheduling of all appointments for physicians, coordinates schedules and patient flow with nursing and the physicians.

·  Provides oversight on the Vista Imaging Scanning Program of all designated records to be scanned and saved into patient’s electronic health record.

·  Ensures compliance of the medical staff and other clinic staff with records procedures and security measures.

·  Responds to requests for medical record copies, including billing for copies provided.

·  Responsible for clinic telephone switchboard, including staffing and scheduling.

·  Accountable and responsible to ensure the telephone is answered in a prompt, friendly, and professional manner, as well as routing of all messages to the various departments.

·  To assure that the security rule in the Health Insurance Portability and Accountability Act of 1996 (HIPAA) covers all forms of protected information, such as electronic, written, faxed, and spoken

MINIMUM QUALIFICATIONS:

·  Knowledge of a Medical Records Technician program and/or experience gained in the Medical Records field.

·  Ability to identify and abstract pertinent medical information from patient records.

·  Experience in coding of diseases, operations, and surgical procedures according to ICD-9-CM international classification and knowledge of ICD-10 CM internal classification.

·  Practical knowledge of medical terminology. Practical knowledge of Privacy Act, Freedom of Information Act, and HIPAA. Thorough knowledge of medical records practices to spot obvious errors and omissions from medical records. Thorough knowledge of Health Board rules, regulations, and policy relating to medical records procedures.

·  Ability to abstract pertinent medical information from patient records.

DESIRED QUALIFICATIONS:

·  Bachelor’s Degree in a Medical Records, Medical Management, or related field

·  Knowledge gained from completion of a Medical Records Technician program and/or experience gained in the Medical Records field.

·  Experience and knowledge in coding of diseases and operations according to ICD-9-CM and ICD-10-CM classification; medical terminology; Privacy Act/Freedom of information; and administrative skills.

·  In-depth knowledge of Health Board rules, regulations, and policies relating to medical records procedures.

OTHER SELECTION CRITERIA:

·  Qualified Chippewa Cree members who are honorably discharged veterans will be given preference. DD214 required.

·  Chippewa Cree Tribal Preference.

·  Will be subject to random drug testing – classified as a “critical” employee.

·  Anyone who has violated the Chippewa Cree Tribal I-99 Ordinance must comply with the requirements (MUST SUBMIT PROOF OF COMPLETION).

·  Only those applications properly completed and received on or before the closing date will be considered for the position advertised.

·  Applicants who meet the required qualifications described above will be further evaluated to determine the extent to which their education, work related experience, training awards, professional recognition and supervisory appraisals indicate they possess or have the potential to acquire knowledge, skills and abilities (KSA’s) required to perform the duties and responsibilities described above.

·  On a separate sheet of paper discuss how you performed or have potential to develop the particular knowledge, skill or ability listed below. Failure to submit written responses as part of your application may result in an ineligible rating or substantially lower score.

KNOWLEDGES, SKILLS, AND ABILITIES:

1.   Knowledge of accreditation requirements for management/maintenance of medical records. [please cite examples and describe]

2.   Ability to plan, schedule, evaluate and control activities of a Medical Records Department. [please cite examples and describe]

3.   Knowledge of legal aspects of health records information systems, federal and state, including Privacy Act, HIPPA, Freedom of Information, and Confidentiality Regulations. [please cite examples and describe)

Candidates MUST submit the listed items:

·  Letter of interest/Cover letter

·  Diploma or Transcripts, showing degree (Official Copy)

·  Resume

·  Application

·  Knowledge, Skills, and Abilities (Written Response)

·  Three (3) current signed letters of Reference, including telephone number, email, and address

·  Proof of Tribal Enrollment, if applicable

·  Proof of Veteran- Honorable Discharge, if applicable

·  Background Check

Submit to: Geri Racine/Personnel

Rocky Boy Health Board

R.R.1 Box 664

Box Elder, MT 59521 Telephone (406) 395-4486

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Edward Parisian, Interim CEO Date