Health Information Program Coordinator III - Pocasset Mental Health Center

The Department of Mental Health is seeking a Director of Health Information.  This position is responsible for planning, organizing and directing all the activities of Health Information Services serving the Inpatient and Community programs throughout the center. Further responsibilities include updating relevant policies and procedures, providing systems training, as well as meeting all standards and regulations for Health Information Services as required by DMH, CMS and the Joint Commission.  Additionally, manages and coordinates activities of employees engaged in analysis, coding, filing, transcription of medical/other reports, routing of medical records, release of medical record information and support the billing process. 

Please note: The work schedule will be (40 hours) from 8:00am to 4:30pm Monday through Friday.  The days off will be Saturday and Sunday.  This position is primarily based in Pocasset; however, the selected candidate will also be responsible for traveling to and managing medical records operations at our Hyannis location. 

Duties and Responsibilities (these duties are a general summary and not all inclusive):

• Manage daily operations of the Health Information Department and supervise Medical Records Staff. 

• Ensure a medical record system that provides a medical record for every client admitted to the PMHC in accordance with all deferral and state regulations such as DMH, CMS and Joint Commission and maintains HIPAA compliance.

• Effectively manage the patient record in both the paper format and the electronic record system.

• Serves as the Chairperson to the HIM Committee, ensuring adherence to by-laws, writing and maintaining minutes and scheduling.

• Attends state-wide HIM Directors meeting.

• Maintains a numbering system and cross-reference system for the purpose of facilitating easy access to records.

• Reviews both active and discharged client records for completeness, timeliness and accurate documentation. Files discharges records when assured all information is complete.

• Enters and aggregates quality data pertaining to health information records utilizing standardized tools and reports outcome data to various agency committees including agency Leadership.

• Responds to requests for information from authorized individuals/facilities within stipulated time frames. Processing outgoing requests for information with established policy, procedures, regulations, and the Joint Commission standards.

• Ensure and advise staff on confidentiality of client information according to agency regulations.

• Develop and maintain department specific protocols.

• Responds to court orders for medical records.

• Request information from other facilities/individuals for client care.

• Utilize industry standard ICD/CPT resources for coding practices that support the billing process.

• Assist in volumizing records and prioritizing those needing to be thinned.

• Fulfills the priority duties of the record room clerk in their absence.

• Identifies records slated for storage and applying for disposal in accordance with regulatory standards.

• Provides oversight to ensure that all commitment and legal documents are processed in a timely manner.

• Ensure all record forms adhere to PMHC standards while organizing and maintaining a form number log.

• Maintains staff signatures for author authentication in the medical record.

• Perform other related duties as required.

Preferred Qualifications:

• RHIA or RHIT certification or degree in health information management or related field and at least three years of professional experience in medical records work in a recognized hospital, clinic or medical facility.

• Experience with The Joint Commission Standards & Survey process preferred.

• Ability to perform a variety of job tasks simultaneously and flexibility to changing priorities and demands.

• Strong communications and interpersonal skills.

• Ability to apply knowledge of laws and regulations governing the release of confidential information and exercising sound judgement to ensure that patients’ rights are protected.

• Familiarity with HIPPA and PHI (Private Health Information).

• Talent for sensitivity to the cultural and diverse needs of consumers and staff.  

• Solid workload management and problem-solving skills; capacity to balance workload.

• Familiarity with software applications such as Microsoft Office products (Word. Excel, Outlook, Teams) and database management software.

About the Cape Cod and the Islands Community Mental Health Center:

The CC&I CMHC provides comprehensive services to adults and children.  Programs include a 16-bed acute in-patient unit, Case Management, Day Treatment Program, and Adult Community Clinical Services (ACCS).  The CC&I CMHC is a Joint Commission certified facility. In all we always aspire to create an environment which promotes growth and independence for patients, families, and employee alike.

Learn more about our important work: https://www.mass.gov/locations/pocasset-mental-health-center

DMH Vision and Mission:

The Department of Mental Health, as the State Mental Health Authority, assures and provides access to services and supports to meet the mental health needs of individuals of all ages, enabling them to live, work and participate in their communities. The Department establishes standards to ensure effective and culturally competent care to promote recovery. The Department sets policy, promotes self-determination, protects human rights, and supports mental health training and research. This critical mission is accomplished by working in partnership with other state agencies, individuals, families, providers, and communities.

Pre-Hire Process:
A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori and click on "Information for Job Applicants."

Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines.

Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.

ADA Reasonable Accommodation:

If you require a reasonable accommodation with the application/interview process, please contact us at: EOHHS Candidate ADA Requests

For questions, please contact the Office of Human Resources at 1-800-510-4122 and select option #4.

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) four years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required (A) experience.*

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience.*

III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required (A) experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: No substitutions will be permitted for the required (B) experience.
 

Salary placement is determined by a combination of factors, including the candidate’s years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division’s Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

Title 101 CMR 23.00 (“Regulation”) requires certain agency staff to have received the COVID-19 vaccination and Influenza vaccination, or have taken required mitigation measures, to prevent viral infection and transmission in State Hospitals and State Congregate Care Facilities. The Regulation applies to this position. Successful candidates will be required to acknowledge and attest to your vaccination status for both COVID-19 and Influenza.

An Equal Opportunity / Affirmative Action Employer.  Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law.  Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100%25 of the job requirements.  We encourage individuals who believe they have the skills necessary to thrive to apply for this role.