GENERAL DESCRIPTION:

The Medical Records Supervisor, under the supervision of the Information Technology Manager, is responsible for managing Bienvivir All-Inclusive Senior Health medical record department at all centers; maintaining the security, confidentiality, completeness, and accuracy of its medical records; ensuring compliance with federal, state, and local laws and regulations and with its policies and procedures. The medical records supervisor is responsible for implementing updated programs and developing systems, policies and procedures. The medical records supervisor is responsible to ensure the data between the Plexis, Center for Medicare Services (CMS) and Texas Medicaid & Healthcare Partnership (TMHP) programs correlates and is accurate with the data in the PACElogic program. In addition the Medical Records Supervisor is responsible for gathering program demographic / utilization data and ensuring the completeness and accuracy of such data and submitting the data to the National PACE Association (NPA). The medical record supervisor performs various managerial functions as assigned.

RESPONSIBILITIES:

1. Develop and implement systems, processes, policies and procedures related to the medical record department including those related to the Electronic Medical Record (EMR) system(s) and paper medical records to ensure compliance with federal, state and local laws and regulations and to ensure standardization compliance in documentation

2. Review the processes of the medical record section at each center on a periodic basis to ensure each section is functioning properly and efficiently. In addition, ensure that policies and procedures are performed in a standardized manner among the medical record sections

3. Conduct random audits of electronic, paper medical records and purge files on a periodic basis to determine the completeness, accuracy, and consistency of the medical records. Coordinate the resolution of any issues and if necessary modify existing policies and procedures.

4. Stay abreast of federal, state and local laws and regulations. Ensure that any new federal, state, local laws and regulations are implemented in a timely manner

5. Responsible for the supervision of all staff in the medical record department.

6. Conduct on-going training to the medical record staff related to the:

• EMR system
• Scanning of data
• Organization and M.R. department policies and procedures
• New and existing federal, state, and local laws and regulations

7. Communicate all identified EMR issues to the EHR project manager and if necessary to the third party IT contractor

8. Audit the various department’s data entry, in relations to the service utilization; investigate and resolve any issues. Coordinate with the various department heads on the resolution of issues

9. Gather utilization data related to NPA’s DataPACE program and ensure that it is accurate, complete and submit such data to NPA on a quarterly basis

10. Review and verify the quarterly DataPACE reports received from NPA in a timely manner. Distribute the verified reports to the various members of the management team upon request

11. Ensure medical records are provided to the IDT in a timely and accurate manner upon request

12. Ensure that all releases of medical records are in accordance with federal, state, and local regulations.

13. Ensure medical records are purged, closed and destroyed in accordance with the record retention policy

14. Ensure that subpoenas for medical records are processed in compliance with policy, accurately and in a timely manner

15. Review medical records policies and procedures on a bi-annual basis and modify as necessary

16. Continuously review and assess the medical records sections for improvement. Develop and implement plans to address any inefficient processes

17. Evaluate medical record personnel in a timely manner

18. Conduct periodic staff meetings to communicate relevant information to department personnel

19. Communicate any department issues and resolutions to the Information Technology Manager.

20. Other projects as assigned

Required Skills

1. Extensive knowledge of medical terminology

2. Computer literate with word processing experience

3. Electronic Medical Record experience preferred

4. Scanning process experience preferred

5. Supervisory skills

6. Problem solving skills

7. Communication skills (verbal and written)

8. Good telephone skills

Required Experience

1. Two years of college preferred

2. Certification from an accredited technical / trade school in the medical field

3. Five years secretarial experience in the medical field

4. Two to five years’ experience in supervisory capacity

1. Extensive knowledge of medical terminology

2. Computer literate with word processing experience

3. Electronic Medical Record experience preferred

4. Scanning process experience preferred

5. Supervisory skills

6. Problem solving skills

7. Communication skills (verbal and written)

8. Good telephone skills