About the position

This position will perform administrative and technical responsibilities that assure compliance with health information management rules, regulations, and agency policies; will also perform periodic provider medical record auditing functions. This position provides periodic technical training to staff to assure compliance with federal, state and agency policies and procedures regarding health information management. This position is responsible for ensuring required Consumer Data Warehouse (CDW) data elements are accurate and meet the requirements of the state performance agreement.

Responsibilities

• Release of Information: Copy and produce all records for subpoenas and authorization to release information from outside sources and appear in court when necessary. Maintain compliance with rules and regulations specific to the confidentiality and release of information. Maintain Accounting of Disclosures required by HIPAA. Process former provider records that have ceased operation and are in the custody of the agency for releases of information from outside sources. Act as Liaison to the state regarding DWI issues of consumers who have not had their records completed and sent to Raleigh to obtain their license.
• Concealed Handgun Permit Applicant Requests: Process and conduct mental health background checks for concealed handgun permit applicants. Report to local sheriff departments whether applicant has received services from Partners’ legacy agencies or any contracted providers. Copy and/or obtain medical records for submission when applicable.
• Client Information: Perform quality checks and audits on data samples to ensure accurate data. Monitory CDW error reports as required by the Division relating to the state performance agreement. Monitor monthly/quarterly error reports: Missing Required Fields, Missing Principle or Primary Diagnosis, Missing Substance Abuse Information and Missing or Unknown Data in Mandatory Fields. Monitor weekly CDW error reports via Alpha MCS. With each report, it will have to be determined how the error occurred, who made the error, input proper missing information, contact necessary providers if necessary to assure documentation is in the system. Coordinate with IT/Business Analyst to get the corrected information flagged and resubmitted. Correct state insurance layer and other CDW data in Alpha when errors are made on the enrollment by the providers to allow billing to be processed. Administratively discharge hospital 3-way and out of catchment area mobile crisis consumers.
• Merge Duplicate Records: Follow established protocol to merge consumer records identified as duplicate records (both paper based and within the agency information system). Collaborate with CDW to identify what corrections need to be made within their system to the merge to be accepted. Coordinate with IT/Business Analyst to ensure that changes are made and submitted to CDW.
• Provider Auditing & Assistance: Follow up on questions asked by providers/staff relating to health information management. Provide periodic training to providers/staff on policies and rules regarding HIM duties within the State and Federal guidelines. Ability to locate and answer questions regarding medical record documentation as it relates to Medicaid and State law using the State Medicaid Manual, Service Records Manual, Operations Manual and the Service Definitions manual. Ability to locate and answer questions on confidentiality by referring to HIPAA law, APSM 45-1 Manual for Confidentiality Rules for Mental Health, Developmental Disabilities and Substance Abuse Services, 42 CFR Part 2 and G.S. 122-C.
• Record Storage: Maintain archived client records in accordance with the Record Retention and Disposition Schedule. Properly log records in the appropriate manner to assure access to records when needed. Log and maintain records for providers that have ceased operation/left our network and have become the custody of the agency. Log and prep records for destruction when retention has been met.
• Special Projects: Assist with annual Medicaid and Financial audits which includes contacting providers, gathering all documentation, prepping documentation, answering auditor’s questions about documentation and obtaining additional information as needed. Attend and participate in provider trainings as needed. Other duties as assigned by Health Information Manager.

Requirements

• Considerable knowledge of HIM rules, regulations, and practice
• Working knowledge of general office procedures, practices and equipment
• Excellent customer service and communication skills, both oral and written
• Excellent organizational skills and ability to multi-task and meet deadlines
• Excellent computer skills and proficiency in Microsoft Office (Word, Excel, Outlook)
• Ability to manage and uphold integrity and confidentiality of sensitive data
• High School diploma with three (3) years of HIM experience in a Human Services/healthcare setting.

Nice-to-haves

• Associate Degree in HIM or related field with one (1) year of HIM experience in a Human Services/healthcare setting.

Benefits

• Annual incentive bonus plan
• Medical, dental, and vision insurance with low deductible/low cost health plan
• Generous vacation and sick time accrual
• 12 paid holidays
• State Retirement (pension plan)
• 401(k) Plan with employer match
• Company paid life and disability insurance
• Wellness Programs
• Public Service Loan Forgiveness Qualifying Employer