MEDICAL RECORDS SUPERVISOR at Public Health Dayton & Montgomery

Grade/Salary Range: C43 - $63,232.00 - 80,080.00/annually (Exempt)                 
* salary commensurate with experience

Position Summary: 

Under the direction of the Public Health Communicable Disease Clinic Senior Manager, the Medical Records Supervisor/Privacy Officer is responsible for ensuring the integrity of medical records, supervising the Central Medical Records Department Staff, and serving as the agency’s HIPAA Privacy Officer.
 

Responsibilities include but not limited to:

• Overseeing and managing the Medical Records Department and Staff; developing and directing implementation of plans, strategies, goals, objectives for the department/program; determining work priorities and assigning who will complete tasks related to department/program services; and reviewing and monitoring work to ensure compliance with requirements.
• Providing leadership through training, coaching, discipline, accountability, evaluating performance, resolving work related conflicts, and serving as a liaison between staff and Senior Manager; training new hires and cross-training support staff to provide adequate support to ensure timely completion of assignments.
• Writing and revising protocol for staff; conducting department/program meetings and reports out to Senior Manager or Office Director.  
• Maintaining the medical records for the Communicable Disease Clinic; processing and sending medical records releases, court-ordered testing results, and subpoena requests for the Communicable Disease Clinic.  
• Responding to and processing client/patient requests for health information via mail, phone, or in-person.
• Overseeing merging of electronic medical records according to record retention schedule; updates record retention documents for annual purge.
• Developing and updating agency processes forms and documents as well as compliance forms.
• Serving as the liaison/primary contact for HIPAA compliance matters and communicates with program manager and outside agencies to determine resolution; and maintaining working knowledge of legislative and regulatory initiatives directly/indirectly related to HIPAA.
• Ensuring initial/ongoing risk assessment/analysis is completed for the agency; investigating, making recommendations, and providing written reports on all potential HIPAA violations/breaches/complaints identified within the agency; and recommending sanctions to staff/workforce for HIPAA privacy/security rule violations.
• Monitors advancements in information privacy/security technologies; collaborates with IT department and recommends technology for agency adaptation/adoption to mitigate risk and ensure compliance.  
• Identifying and/or assisting in identification, implementation, and maintenance of agency’s privacy practices.  
• Collaborating with management and staff in the development, implementation, communication, assessment, revision, and daily management of HIPAA regulations; providing HIPAA training to the agency’s workforce.
• Consulting with Legal Department to ensure the agency maintains appropriate privacy and confidentiality consents, statements, and authorizations. 
• Overseeing financial activities for the department/program; and is responsible for assisting in the development of department and/or program budgets, approving spending such as travel, lodging, mileage, supplies, equipment purchases, and monitoring revenue (when applicable); and managing and requesting allocation of resources to meet goals.
• Supporting agency and Office goals, mission, vision, values, and objectives through document review, compiling data, analyzing data, and special projects as assigned; co-chairing and participating on agency committees; and representing the agency in the event of an emergency.
• Adhering to compliance protocol with Federal, state, and local regulations; and is responsible for rule, code, and policy implementation; and implementing and monitoring changes to laws and regulations that impact their department(s).
   

Minimum Qualifications: 

• Bachelor’s degree in Health Information Management, Healthcare Administration, Healthcare Privacy/Security, Business Administration, or related field. 
• Three (3) years of progressive experience managing and leading a Medical Records Department.
• Three (3) years of experience releasing medical/clinical records according to State/Federal laws. 
• Three (3) years of experience with HIPAA investigation/breach management and report writing.
• Three (3) years knowledge of HIPAA Healthcare regulations (Privacy/Security) and clinical experience.
• Understands and acknowledges that Public Health - Dayton & Montgomery County uses evidence-based and evidence-informed public health practices based on scientific research including health promotion theory and practice, environmental health measures, and communicable disease control measures including vaccination, isolation, and quarantine practices, and medicine for treatment and prevention of disease, among others.
• Understands and acknowledges the use of tobacco or nicotine products in any form including replacement therapy products and prescription medications used to treat smoking addiction for anyone hired after January 1, 2014, is prohibited.
• Required to play an active role during a public health emergency, crisis, outbreak, incident, or event in which the Health Commissioner deems additional personnel resources are warranted.  This may include changes in responsibilities and working locations/hours.
• Completion of Incident Command System 100 and National Incident Management System 700 courses within 90 days of hire.
• Valid State of Ohio driver’s license and insurance on any personal vehicle that will be used for work.

Preferred Qualifications:

• Master’s degree in Health Information Management, Healthcare Administration, Healthcare Privacy/Security, Business Administration, or related field. 
• Education/training in management, health information management, healthcare administration, business administration.
• Certified in Healthcare Compliance (CHC)
• Certified in Healthcare Privacy Compliance (CHPC)
• Registered Health Information Administrator (RHIA)
• Certified Compliance and Ethics Professional (CCEP)
• Certified Information Systems Security Professional (CISSP)
• Certified Information Systems Auditor (CISA)
• Project Management Professional (PMP)
   

PHDMC provides a quality, affordable and competitive healthcare benefits to employees, including the following:

• Medical, Dental, Vision, and Life Insurance
• Vacation, Sick, Personal Leave, and Paid holidays
• Tuition Reimbursement
• Membership with Ohio Public Employees Retirement Systems (OPERS)
• Eligibility to contribute to a Deferred Compensation Program

Grant Funded:  No

Closing Date to Apply:  November 8, 2024, or until filled

Position is subject to a criminal background check

Applicants who declare use of nicotine/tobacco in any form including replacement therapy products and prescription medications used to treat smoking addiction on the PHDMC Application for Employment or addendum thereto, shall not be considered for employment.

Applicants who do not support and promote Public Health evidence-based and evidence-informed public health practices shall not be considered for employment.

PUBLIC HEALTH - DAYTON & MONTGOMERY COUNTY (PHDMC) IS AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT DISCRIMINATE ON THE BASIS OF RACE, COLOR, RELIGION, SEX, SEXUAL ORIENTATION, GENDER IDENTITY OR EXPRESSION, AGE, NATIONAL ORIGIN, DISABILITY, MILITARY STATUS, VETERAN STATUS, GENETIC TESTING, OR OTHER UNLAWFUL BIAS EXCEPT WHEN SUCH A FACTOR CONSTITUTES A BONA FIDE OCCUPATIONAL QUALIFICATION (“BFOQ”).