Health Information Specialist Supervisor at Trinity Health - IHA – Ann Arbor, Michigan

Health Information Specialist Supervisor

POSITION DESCRIPTION:

The Health Information Supervisor oversees the daily operations of the Health Information Services Department in coordination with the Health Information Manager. Daily operations include release of information, document management, abstraction, training and vendor support. Supervises Health Information Specialists I, II and III; directs workflow and provides support as needed.

This role collaborates closely with Information Systems, Business Intelligence, Health Informatics and practice leadership.

ESSENTIAL JOB FUNCTIONS:

1. Supervises day-to-day operations of HIS team and services provided to ensure efficient, fiscally responsible and customer responsive operations. This includes monitoring of staff competencies, hiring of new staff, orientation of new assignments, conducting annual performance appraisal/merit consideration and promotions, and the utilization of performance resolution process, when needed. Maintains teamwork environment and a high level of employee morale.
2. Participates in the recruitment and retention of Health Information Specialist staff within the IS department; supports the development and implementation of an effective orientation plan for new IS staff.
3. Develops performance measures and standards.
4. Manages deadlines, allocates resources and ensures project goals are met within the specified timelines.
5. Manages and mentors the HIS team, fostering a culture of continuous improvement.
6. Monitors, analyzes and reports key performance metrics to support data-driven decision making and process improvement initiatives.
7. Drives innovation by exploring and implementing new technologies, focusing on automation and artificial intelligence, which increase business efficiency or create additional business value.
8. Coordinates and implements changes as needed to support fax server, Onbase, ROI and abstraction workflows.
9. Coordinates with management regarding upcoming application upgrades/updates, providing information regarding hardware, software and/or other technical support that will be required to ensure an efficient and cost-effective transition to new version(s) of that application.
10. Assists with software application training for all IHA staff and providers.
11. Assists with the definition and rollout of system enhancements and changes.
12. Ensures that system security and integrity is maintained at all times.
13. Effectively communicates verbally and in writing with IHA staff and management to ensure there is a well-coordinated effort when there are system changes/updates and/or system issues by providing regular updates through all available communication sources (email, phone system, IM, etc.). This includes ability to develop clear user education materials.
14. Works with Health Information Manager and IHA Compliance Officer on HIPAA compliance pertaining to software information services.
15. Ensures that all information delivered to offices, administration and departments is accurate, timely and complete.
16. Provides technical support to end-users of applications utilized throughout IHA, including but not limited to Epic and other EHR systems, which includes problem-solving access issues and answering staff questions regarding utilization of system.
17. Serves as a point of contact for system vendors regarding system issues or questions; ensures that system enhancements are effectively and efficiently implemented by serving as a liaison between IHA and system vendor.
18. Attends relevant meetings; may participate in the planning or presentation at relevant meetings.
19. Provides support for other departments/practices, as needed, which might include offsite work.
20. Assumes additional responsibility, as necessary.

ORGANIZATIONAL EXPECTATIONS:

1. Creates a positive, professional, service-oriented work environment for staff, patients and family members by supporting the mission and values of Trinity Health Medical Group.
2. Must be able to work effectively as a member of the Information Systems team.
3. Assumes responsibility for performance of job duties in the safest possible manner, to assure personal safety and that of coworkers, and to report all preventable hazards and unsafe practices immediately to management.
4. Successfully completes all relevant organizational training and adheres to Trinity Health Medical Group standard of care as outlined in the Trinity Health Code of Conduct.
5. Maintains knowledge of and complies with Trinity Health Medical Group standards, policies and procedures.
6. Maintains general knowledge of Trinity Health Medical Group office services and in the use of all relevant office equipment, computer and manual systems.
7. Maintains strict confidentiality in compliance with Trinity Health Medical Group and HIPAA guidelines.
8. Serves as a role model by demonstrating exceptional ability and willingness to take on new and additional responsibilities. Embraces new ideas and respects cultural differences.
9. Uses resources efficiently.
10. If applicable, responsible for ongoing professional development – maintains appropriate licensure/certification and continuing education credentials, participates in available learning opportunities.

MEASURED BY:

Performance that meets or exceeds IHA CARES Values expectation as outlined in IHA Performance Review document, relative to position.

ESSENTIAL QUALIFICATIONS:

EDUCATION: Bachelor’s degree or equivalent combination of education and relevant experience.

CREDENTIALS/LICENSURE: RHIT Certification or eligible for RHIT certification preferred. Medical Assistant certification also preferred.

MINIMUM EXPERIENCE: Previous supervisory experience. Previous experience working directly with and/or

providing technical support for the applications utilized throughout IHA, including but not limited to OnBase, Epic,

Microsoft Office products, etc. Previous experience working with application vendors, understanding of terminology

and processes utilized to apply upgrades and/or changes to the application.

POSITION REQUIREMENTS (ABILITIES & SKILLS):

1. Ability to provide direction for assigned staff.
2. Must have an overall understanding of IHA structure, office services and workflow processes throughout the organization, and ability to provide application support for the company structure.
3. Demonstrated ability to troubleshoot application errors and identify solutions to correct issues.
4. Ability to work with application vendors; understanding of terminology and processes utilized to apply upgrades and/or changes to the application.
5. Proficient in operating a standard desktop and Windows-based computer system, including but not limited to, EMR software, Microsoft Word and Excel, intranet and computer navigation. Ability to use other software as required while performing the essential functions of the job.
6. Excellent communication skills in both written and verbal forms, including proper phone etiquette. Ability to speak before groups of people, either in-person or virtually, and apply consultative skills to work effectively within assigned areas of the organization.
7. Ability to work effectively with various levels of organizational members and diverse populations including IHA staff, providers, family members, insurance carriers and vendors.
8. Ensures that a positive and productive work environment in all areas of responsibility is maintained to attract and retain IS talent.
9. Ability to work collaboratively, in a courteous and friendly demeanor within all levels of the organization, vendors and the general public; works independently as needed.
10. Excellent organizational and time management skills to effectively juggle multiple priorities, time constraints and large volumes of work.
11. Ability to exercise sound judgement and problem-solving skills.
12. Ability to analyze and interpret data for appropriate and effective response.
13. Successful completion of IHA competency-based program within introductory and training period.
14. Ability to travel to other office/practice sites and meeting and training locations.

MINIMUM PHYSICAL EXPECTATIONS:

1. Physical activity that often requires keyboarding, filing and phone work.
2. Physical activity that often requires extensive time working on a computer.
3. Physical activity that sometimes requires walking, standing, bending, stooping, reaching, and/or twisting.
4. Physical activity that sometimes requires lifting, pushing and/or pulling under 30 lbs.
5. Specific vision abilities required include close vision, depth perception, peripheral vision and the ability to adjust and focus.
6. Manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment.
7. Requires the ability to travel to other office sites.
8. Must hear and speak well enough to conduct business over the telephone or face to face for long periods of time in English.

MINIMUM ENVIRONMENTAL EXPECTATIONS:

This job operates in a typical office environment which involves frequent interruptions and significant interaction with people which can be stressful at times.