Class Code: 06248
MEDICAL RECORDS SUPERVISOR
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.
Work
involves supervising medical records staff at multiple locations and
interacting with the general public, the court system, and attorneys regarding
subpoenas/court orders. It also involves testifying in court proceedings to
authenticate and verify records. Work also includes dealing with the public
regarding releases of information and records and processing all requests.
Work is performed with latitude for
the exercise of independent judgment within established policies and procedures
and is reviewed through reports, conferences, monitoring and evaluation of
results achieved.
ILLUSTRATIVE
TASKS
Plans,
organizes and supervises the daily operation and maintenance of the Broward
Addiction Recovery Center medical records; supervises, directs, trains, and
assigns the work of clerical, medical records, and other assigned staff, either
directly or through subordinate supervisors and lead staff; evaluates employee
performance and recommends employee selection, initial
disciplinary action and other personnel activities.
Assists in the formulation and
administration of records management policy and procedures; confers with
administrative staff and interprets policy.
Coordinates destruction requests with
the State of Florida and in accordance with agency procedures and Substance
Abuse and HIPAA confidentiality guidelines; prepares and administers records
retention and disposal schedules.
Maintains a computerized data base of
information on records retained and destroyed.
Monitors
medical records for compliance with legal requirements; confers with other
staff concerning quality compliance issues and participates on related
committees; reviews new patient records to ensure accuracy of information;
reviews files for signatures and completeness.
Prepares narrative
and statistical reports as needed.
Processes court orders, subpoenas, and
other releases for medical records; testifies in court for record
authentication.
Serves as a liaison with state, county,
and community agencies.
Supervises
and participates in records survey work and DCF and Accreditation audits.
Performs related work as required.
KNOWLEDGE,
ABILITIES, AND SKILLS
Considerable knowledge of standard
techniques as applied to the operation and maintenance of a complex filing and
records management system.
Considerable
knowledge of HIPAA and Substance Abuse Confidentiality Guidelines.
Considerable
knowledge of office record keeping and reporting.
Considerable
knowledge of business English, spelling and grammatical construction.
Considerable
knowledge of standard computer programs such as Word, Excel and other data base
programs.
Knowledge
of Florida Statutes governing client information requirements.
Knowledge
of laws and regulations governing the recording and release of medical
information.
Knowledge
of medical records systems, policies, and procedures, and medical terminology.
Knowledge
of office practices, procedures, and equipment.
Ability
to communicate effectively both orally and in writing.
Ability
to coordinate and manage the functions of the Medical Records Section.
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.
Skill
in the use of automated medical records systems and a personal computer.
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 six (6) months supervisory experience; or any
equivalent combination of relevant training and experience.
SPECIAL
REQUIREMENT
Possession
of a valid Florida Drivers License.
Must be able to drive and to obtain and maintain authorization to drive on
County business.
GENERAL
INFORMATION
Bargaining
Unit: Government
Supervisors Association, Supervisory Unit
FLSA Status: Non-exempt
Code of
Ethics Certification: No
Class Spec. Estab. / Revised: E 03/1997 R
06/2009