NATURE OF WORK
This is technical and supervisory work in the management and preservation of medical records in the Medical Records Section of a County substance abuse treatment facility.
The Medical Records Supervisor is responsible for maintaining the security, confidentiality, completeness, and accuracy of the medical records of Broward Addiction Recovery Division in accordance with policies and procedures and within the guidelines of State and Federal Regulations.
Functions as the Custodian of Records for Broward Addiction Recovery Division.
Visit every treatment facility regularly to assure the Medical Records Unit is functioning properly. and efficiently. Assist the medical records staff with the day-to-day operations when necessary. and substitute for the Medical records Clerk when needed.
Supervises, directs, trains, and assigns the work of clerical, medical records, and other assigned staff, evaluates employee performance and recommends employee selection, initial disciplinary action and other personnel activities.
Conduct on-going training, monitoring and performance evaluation of the Medical Records Clerks including contracted services.
Conduct random audits of medical charts in Detoxification Services, Residential Treatment Services, and Outpatient Services at regular intervals to determine completeness and focusing on clinical/medical documentation.
Confers with BARC workforce concerning quality compliance issues and participates on related committees
Verify and supervise that all Releases of Information, Subpoenas, and Court Orders are processed under the State and Federal guidelines.
Purge records in accordance with policies and procedures and in accordance with retention requirements for Broward County, the State of Florida and Federal Guidelines.
Maintains a computerized data base of information on records retained and destroyed.
Actively participates in the yearly review/revision of the medical records protocols as needed.
Suggest and/or make revisions to existing forms or develops new forms if the need arises.
Participates in the Management of Information Committee (MIS), Clinical Care Committee (CC), Quality Improvement Committee (QI), Executive Leadership Committee (EL), and HIPAA Steering Committee (HSC).
Process the monthly transmittal report for all the records processed throughout the units.
Prepare monthly reports indicating medical chart compliance issues, number of Releases of Information, Subpoenas, and Court Orders processed and other related matters.
On-going assessment of performance improvement development plans and evaluation criteria for such.
Supervises and participates with survey/monitoring from Department of Children and Families and accrediting bodies.
Update and modify the Medical Records Clerk Job Description when necessary.
Active participant with the electronic health record implementation.
Ability to relate to the public regardless of ethnic, religious, and economic status.
Other duties as assigned by the superior.
KNOWLEDGE, ABILITIES, AND SKILLS
Considerable knowledge of standard techniques as applied to the operations and maintenance of a complex filing and records management system.
Considerable knowledge of HIPAA, Substance Abuse Confidentiality Guidelines, and State of Florida and Federal Guidelines.
Considerable knowledge of medical/clinical documentation and record keeping.
High quality assurance knowledge (auditing practices)
Knowledge of medical records systems, policies, and procedures, and medical terminology.
Considerable knowledge of business English, spelling and grammatical construction.
Ability to communicate effectively both orally and in writing.
Considerable knowledge of standard computer programs such as Word, Excel and other data base programs.
Knowledge of office practices, procedures, and equipment.
Considerable knowledge with Information Systems and Electronic Health Record Systems.
Experience with Department of Children and Families and accrediting bodies.
Ability to function effectively without daily supervision.
Ability to perform duties with initiative and to exercise competent judgment.
Ability to plan, supervise, and direct the work of subordinates and instruct them in proper work procedures.
Ability to serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Broward County's Ethics and Conflict of Interest policies.
Ability to establish and maintain effective working relationships with the general public, co-workers, elected and appointed officials and members of diverse cultural and linguistic backgrounds, regardless of race, color, religion, gender, national origin, age, marital status, political affiliation, familial status, disability, sexual orientation, pregnancy, or gender identity and expression.
REQUIRED EXPERIENCE AND TRAINING
Graduation from an accredited college or university with major course work in public or business administration, or other field closely related to this assignment; four (4) years experience in medical records management and responding to court orders and subpoenas, including one (1) year supervisory experience; or any equivalent combination of relevant training and experience.
Possession of a valid Florida Drivers License. Must be able to drive and to obtain and maintain authorization to drive on County business. Possession of a Registered Health Information Administrator (RHIA) Certification at the time of application.
Bargaining Unit: Government Supervisors Association, Supervisory Unit
FLSA Status: Non-exempt
Class Spec. Estab. / Revised: E 3 /1997 R10/2011