Senior Health Information Management Officer-Health Information Management

JOB DESCRIPTION

Responsible for supervising, coordinating, administrating and monitoring the HIM activities such as file

room, clinical coding, medical transcription and health statistics. Also responsible for ensuring the

effective management and implementation of organization’s policies and that the HIM services are

being provided according to the approved policies and procedures. In addition, responsible for

systemic and process improvisations in the HIM department along with seniors while handling people

responsibilities such as staffing, training, monitoring and performance evaluations.

RESPONSIBILITIES

• Ensures the coordination and integration of Health Information Management services with other departments.
• Ensures adherence to agreed service level agreements for internal and external customers.
• Makes recommendations to seniors regarding the departmental needs and suggestions to improvements in efficiency of services.
• Organizes, supervises and controls the daily activities and work processes in file room, record analysis and completion, enterprise master patient index (EMPI)data quality activities, statistics, release of information and medical transcription areas in accordance with facility policies and procedures.
• Ensures that filing section staff are properly receiving the clinical documents on paper formats from various nursing stations, accurately scanned, and uploaded in to the EHR system in a timely manner.
• Consults with the Head of Department and other senior staffs appropriately to assist in correcting problem areas and improving services.
• Produces statistical data and reports on monthly and adhoc basis for management and key department/sections as per instruction from manager.
• Assists and identifies the insufficient or ambiguous documentation issues and reporting to the manager or physician where required.
• Informs the line manager regarding problems related to completion of incomplete charts, analyzes routine discrepancies in the system and suggests ways to solve these discrepancies.
• Utilizes specified statistical software to analyze and interpret research data, as appropriate to the individual position.
• Maintains staffing, work schedules and time keeping records.
• Applies the policies of the facility in relation to attendance, annual leave and sick leave.
• Plans, allocates, checks and evaluates staff work throughout the day.
• Ensures motivation and supervision of staff daily to ensure that the deadlines are met and workload monitored.
• Makes recommendations to the manager regarding the staff, equipment and supply needs.
• Managing departmental finances and budgets
• Ensures appropriate accountability and adherence to approved budgets.
• Manages and allocates capital and operating budgets to various sub-sections on the basis of guidelines and priorities for strong performance.
• Analyzes monthly variance reports on budgets and authorizing all required expenditures and supplies are made in a timely manner in order to ensure smooth functioning of the department.
• Data Management
• Oversees day-to-day integrity of database and database procedures, which may include conducting weekly and monthly audits of data, to confirm use of accurate entry processes.
• Identifies and eliminates duplicate records, archives records with no activity for specified period, and maintains users’ security settings.
• Monitors HIS functions and report issues to HIM-IUC and Cerner.
• Assists in medical researches and review programs by providing data and records adhering to the policy and procedure.
• Reporting.
• Produces statistical data and reporting on monthly and adhoc basis for management and key departments/sections.
• Utilizes specified HIS applications to analyze and interpret research data, as appropriate to the individual position.
• Handling Health Information.
• Directs, prepares and distributes health information (electronic and paper) to relevant departments within the facility while ensuring accuracy and timeliness of the same.
• Oversees the retrieval and modification of patient information from the health information system while ensuring that the confidentiality guidelines and standards and adhered to strictly.
• Oversees and assists where necessary with filing and retrieval of all reports and any other relevant documentation to maintain updated filing system.
• Ensures that daily filing and retrieval statistics are completed and department/section registers are maintained.
• Coordinates with coding section regarding outstanding outpatient and emergency encounter pending for coding due to clinical documentation deficiency.
• Ensuring Transcription Management
• Coordinates with the SR Medical Transcription Officer to ensure that the operations for dictation and recording of transcription summaries happens in a complete and accurate manner.
• Evaluating options of outsourcing, voice recognition system and other alternatives for transcription handling and making recommendations accordingly.
• Ensuring Development.
• Ensures training and orientation to new staff and ensures that employees adhere to departmental and facility policies and procedures.
• Identifies opportunities for staff training and development.
• Coordinates staff meetings to discuss the issues pertaining to the workflow of specific areas of responsibility.
• Maintaining process improvement activities and quality control measures.
• Monitors the quality of work of the department/section and participates in department/sectional quality improvement initiatives.
• Investigates and resolves problems, complaints and incidents from internal and external customers and resolving the same.
• Improvises policies, processes and guidelines to initiate systemic changes for better functioning of the department.
• Participates actively in the clinical audits of the department.
• Participates actively in risk management initiatives, evaluates data management risks and takes preventive measures.
• Ensuring Accuracy.
• Monitors the accuracy and quality of various data, reports and statistics produced by the Health Information department.
• Ensures completeness and accuracy of data available within the system.
• Ensures completeness and accuracy of documentations.
• Ensures the process of monitoring EMPI data quality activities for accuracy.
• Ensures the completeness and accuracy of transcribed medical reports.
• Ensuring good customer service in the department/section
• Maintains collaborative and effective relationships with other key management.
• Keeps abreast of personnel, significant economic, social and technical trends, and regulatory guidelines, which may influence assigned functions/services and/or the facility.
• Provides and maintains effective liaison and relationships with other department/sections, clinical staff, patients, legal counsel, and other agencies that interface with the department/section.
• Maintains the confidentiality of all health information and ensures that the staff are aware of the need for confidentiality.
• Resolves problems that arise with releases of confidential medical information, misplaced patient records or any other client facing problem.
• Ensures high quality of customer service, communicating and maintaining the performance expectations of clients.
• Identifies and recommends ways to improve client satisfaction within the department. Contributing to the team effort.
• Participates in cross-functional teams and committees as appropriate.
• Manages his/her subordinates and ensures team development and complaint resolution, setting Key Performance Indicators-KPIs for direct reports, conducts performance appraisals and drives motivation levels of direct reports.
• Develops and maintains positive and constructive work relationships with departmental and facility staff.
• Maintains staffing, work schedules and time keeping records.
• Applies the policies of the facility in relation to attendance, annual leave and sick leave.
• Plans, allocates, checks and evaluates staff work throughout the day.
• Ensures motivation and supervision of staff daily to ensure that the deadlines are met and workload monitored.
• Listens to staff grievances and takes appropriate actions.
• Undertakes people responsibilities such as staffing, performance management, disciplinary action and termination of staff under span of control.
  
  
  

QUALIFICATIONS

Educational Qualification:

Required:

Bachelor’s degree in Health Information Management or Diploma in relevant field with 3

Desired:

years additional experience

Master’s degree or equivalent in Health Information Management.

Required:

Specialist Certifications:

N.A.

Desired:

Certification from an approved Health Information Management program, such as AHIMA,

CHIMA, or other recognized certification.

Experience:

Required:

4-6 years of experience in Health Information Management

Desired:

HIM experience as a supervisor in a large healthcare facility

ABOUT US

At SSMC, we firmly believe that the human touch is a fundamental part of care. We understand that health care is both an art and a science, running deeper than simply diagnosing and treating those who rely on us. Our SSMC Model of Care puts our patients at the forefront of our purpose and at the heart of everything we do, ensuring that the needs of our patients come first. Every one of our patients receives individualized attention from a multidisciplinary team of experts who collaborate closely to deliver trusted and compassionate care. From the very first point of contact with SSMC, to the moment patients are back home, we ensure speciality-specific care at every stage and in every interaction. As one of the largest tertiary hospitals in the UAE, SSMC provides access to specialist medical treatments and advanced diagnostics, with a commitment to becoming a Destination Medical Center in the UAE and wider region.

ABOUT THE TEAM

About Sheikh Shakhbout Medical City (SSMC)

SSMC is the largest tertiary hospital in the UAE and serves to elevate the provision of health care services in the nation under the mandate of the Abu Dhabi Economic Vision 2030.

Supported by the latest diagnostic and treatment modalities available, SSMC offers care in 44 specialties. A team of locally and internationally trained medical, clinical and admin professionals work seamlessly together, which promotes comprehensive interdisciplinary learning, allowing SSMC to become a leading hub for integrated patient-centric medical services in the region.

As the region’s leading tertiary facility, SSMC has 742 patient beds, 18 operating theatres, and includes a hybrid operating room, 26-bed neonatal intensive care unit, and the UAE’s largest pathology lab.