Manager Medical Records at Confidential – St. Petersburg, Florida

Minimum Qualifications:

Education: Bachelor’s Degree and four (4) years’ experience managing a department and team in healthcare privacy or records security management required. Working knowledge of state and federal laws relating to release of information.

Licensure: Certified or eligible to apply for (CHPS) - Certification in Healthcare Privacy and Security (CHPS) required

Experience: At least 2 years experience in the field of Health Information Management with 1 year in a mental health setting required (including HIPAA regulations). Knowledge of medical records guidelines and regulations, including but not limited to mental health and substance abuse regulations. Excellent: customer service skills, computer skills and knowledge of electronic medical record. Must be able to multi-tasks simultaneously; able to direct and take direction; and able to change and implement procedures. 4 years of prior and successful supervisor experience.

Additional Requirements:

Must be 21 years of age.

Negative Drug Screening prior to hire and throughout employment.

Clear Criminal Background Check throughout employment with Suncoast Center and local checks prior to hire and annually along with DCF Level II prior to hire and as required by DCF, and Must have valid Florida Driver’s License Motor Vehicle checks prior to hire and annually with acceptable driving record maintained throughout employment along with reliable vehicle, valid registration, and valid vehicle insurance. (must be in compliance with Florida Laws and Administrative Codes with fingerprinting and determined to be of good moral character).

Working Conditions: At least 40 hours per week. Multi-demands; Face to face contact with

Clients, clinical, medical and support staff. Some evening hours are required; some confined spaces, overtime as necessary. Must be able to manage in a busy, high stress office. Ability to adjust schedule to meet Company demands. Occasional travel to other agency or community locations as necessary.

Job Duties:

• Serves in a leadership role for coordination of agency wide privacy compliance
• Serves as Records Custodian and Privacy Officer for all Suncoast Center client records
• Responsible for maintaining a strategic and comprehensive privacy program that defines, develops, maintains and implements policies and processes that enable consistent, effective privacy practices which minimize risk and ensure the confidentiality of protected health information (PHI), paper and/or electronic.

• Works with the compliance officer and other leadership to ensure privacy forms, policies, standards, and procedures are up-to-date.

• Collaborates with the Information Security Officer/Director of Information Services to ensure alignment between security and privacy compliance programs including policies, practices, investigations

• Establishes, with the compliance officer and information security officer, an ongoing process to track, investigate, and report incidents of access and disclosure of protected health information.

• Responsible for development and implementation of policy and procedures related to protected health information (PHI) and client records.

• Ensure that all tasks related to the running of an effective Health Information Management department are completed, including the full transition to an EHR.

• Demonstrate proficiency in the knowledge and processes of health information systems and have a good understanding of the laws governing mental health, substance abuse and HIPAA regulations.

• Knowledge of all medical records processes, including record management, analysis, and timely completion of functions.

• Effectively communicate and direct department employees to develop and nurture a successful team.

• Communicate effectively with agency managers regarding issues pertaining to EHR, releases of information, subpoenas and court appearances.

• Provide clear and effective verbal and written communication with attorneys, law enforcement, and other representatives of legal and court proceedings in matters related to release of protected health information.

• Meet with all program managers at least annually or as needed to review/audit compliance with health information records maintenance and storage. Provide written report of results and recommended actions.

• Participate in Risk Management meetings and reporting to address, develop, and monitor remediation plans related to HIPAA and security breaches of client information.

• Ensure the annual review and update of client privacy information in the Avatar system and agency postings.

• Communication with software vendors as needed.

• Must be able to ensure that employees are appropriately recruited, selected, trained, appraised and rewarded. Must be able to develop the ability of others to perform and contribute to the organization by providing feedback and providing opportunities to learn through formal and informal methods. Takes action to address performance problems.

• Provide training on client records security and release of information to all agency employees in New Employee Orientation.

• Participate in client access meetings, supervisor meetings, quality improvement committee, and other events as assigned.

• Other duties as assigned.

Core Competencies

• The ability to function and operate as a team player, showing dignity and respect for all.
• The ability to comply with all equal employment opportunity and ethical standards and regulations.
• The ability to take direction in a respectful and productive manner from supervisors and managers.
• The ability to work, as scheduled, in a timely fashion, and with an attitude oriented to service.
• The ability to have cordial and professional relationships both within the organization and with vendors, clients and third parties.
• If appropriate, the ability to produce all appropriate paperwork and reports consistent with contractual, state or federal standard, and to prepare and submit such paperwork on a timely basis.
• The ability to understand and comply with Suncoast Center, Inc. policies and procedures.
• The ability to render compassionate care and equal commitment to serve clients in need of healthcare assistance.