Supervisor Non-clinical

POSITION SUMMARY:

The Health Information Management (HIM) Supervisor is responsible for the daily leadership, oversight, and continuous improvement of the hospital's document imaging and indexing operations. This position ensures patient health information is accurately scanned, indexed, quality reviewed, and made available in the electronic health record (EHR) in a timely manner to support safe patient care, regulatory compliance, and revenue cycle performance.  The Supervisor manages departmental staff, establishes productivity and quality standards, develops workflows, monitors key performance indicators, and collaborates with clinical, Patient Access, Revenue Cycle, Information Technology, and other operational departments to optimize document management processes.

Position: Supervisor Non-clinical       

Department: South HIM - Medical Records

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

Leadership and Operations

• Direct and supervise the daily operations of the HIM Department.
• Plan, assign, and prioritize departmental workload to meet established turnaround times.
• Monitor productivity, staffing levels, and workflow to ensure operational efficiency.
• Develop staffing schedules and coordinate coverage for vacations, leaves, and high-volume periods.
• Conduct regular staff meetings and communicate organizational initiatives and departmental goals.
• Foster a culture of accountability, teamwork, customer service, and continuous improvement.

Staff Management

• Recruit, interview, onboard, train, coach, and mentor departmental employees.
• Complete performance evaluations and establish individual performance goals.
• Monitor attendance and productivity while addressing performance concerns in accordance with hospital policies.
• Identify educational needs and coordinate ongoing staff training.
• Maintain departmental competency assessments.

Quality Assurance

• Establish and monitor quality standards for scanning and indexing accuracy
• Conduct routine quality audits to identif indexing errrs and opportunities for improvement, providing positive and constructive feedback to all employees on a regular basis (e.g., monthly, quarterly).
• Develop corrective action plans to improve quality and reduce work. Collaborate directly with Human Resources as needed.
• Monitor document turnaround times and ensure timely availability of patient records.

Electronic Health Record Management

• Ensure accurate scanning, indexing and validation of patient documentation within the EHR.
• Collaborate with Epic analysts and Information Technology on document imaging workflows and system enhancements.
• Assist in testing software upgrades and workflow changes.
• Maintain document retention and destruction practices in accordance with organizational policy.

Compliance

• Ensure departmental compliance with:
  • HIPAA Privacy and Security Regulations
  • CMS Conditions of Participation
  • Joint Commission standards
  • State and federal medical record regulations
  • Organizational policies and procedures

• Participate in internal and external audits.

Revenue Cycle Support

• Partner with Patient Access, Coding, Clinical Documentation Improvement (CDI), Case Management, and Patient Financial Services to ensure documentation is available for coding and billing.
• Resolve document management issues that may delay claims processing or reimbursement.
• Monitor document availability metrics impacting revenue cycle performance.

Other Duties

• Assist with departmental budget preparation.
• Monitor and order supplies and equipment needs.
• Serve on hospital committees as assigned.
• Participate in emergency and preparedness and downtime procedures.
• Represent HIM Director when he/she is not available.
• Perform additional duties as assigned.

JOB REQUIREMENTS

Experience

• Minimum 2 years of progressively responsible experience in Health Information Management.
• Minimum of 2 years of supervisory or leadership experience required.
• Experience using Epic.
• Experience with document imaging and indexing software required.

Certification (Preferred)

• Registered Health Information Administrator (RHIA)
• Registered Health Information Technician (RHIT)
• Certified Electronic Health Records Specialist (CEHRS)

Knowledge, Skills and Abilities

• Thorough knowledge of document imaging and indexing workflows.
• Knowledge of Health Information Management practices.
• Understanding of revenue cycle operations.
• Knowledge of HIPAA, Joint Commission, and CMS regulations.
• Strong leadership and employee development skills.
• Excellent organizational and time management abilities.
• Strong analytical and problem-solving skills.
• Ability to interpret productivity and quality data.
• Effective written and verbal communication skills.
• Advanced computer skills including Microsoft and Epic.
• Abilities to manage multiple priorities in a fast-paced healthcare environment.

Key Performance Indicators (KPIs)

• Scanning turnaround compliance
• Indexing accuracy rate
• Quality audit score
• Productivity per full-time employee
• Backlog volume
• Overtime utilization
• Employee engagement and retention
• Customer satisfaction
• Compliance audit results
• Revenue cycle documentation timeliness

Compensation Range:

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being. 

NOTE: This range is based on Boston-area data, and is subject to modification based on geographic location.

Equal Opportunity Employer/Disabled/Veterans

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