Records Management Specialist/Privacy Officer presso Inomedic Health Applications

Description

This position is responsible for the programmatic development and oversight of the medical recordkeeping process as well as the integration of quality assurance, privacy practices, administering the risk management program, managing and analyzing risk management data, conducting risk management assessments, and ensuring IHA Occupational Medical Services’ compliance with privacy requirements imposed by the federal Health Insurance Portability and Accountability Act (HIPAA), the Privacy Act, other DOE Orders related to the system of records, and federal and state laws across the entire clinic. 

Requirements

· Responsible for the development, implementation, and maintenance of the clinic’s information privacy policies and procedures, which includes the development of the Privacy Compliance Plan for the clinic.

· Performs initial and periodic information privacy risk assessments and conducts related ongoing compliance monitoring activities.

· Works with the Clinic Director, and management to ensure that the clinic has and maintains appropriate privacy and confidentiality consent, authorization forms, and information notices and materials reflecting current clinic practices and requirements.

· Responsible for organizing, developing, and delivering initial and periodic privacy training and orientation to all employees, including medical, professional, and management staff.

· Responsible for performing and coordinating the independent assessment functions for the medical records department. This includes compliance with privacy, release of information, and access to information, in addition to any other policy or regulation applicable to the medical records department.

· Establishes with management and IT, a mechanism to track access to protected health information, within the purview of the Clinic and as required by law and to allow qualified individuals to review or receive a report on such activity.

· Provide support to the Quality Assurance and Accreditation activities, specifically in the role of their relationship to privacy and records.

· Collaborate with the Clinic Director, and other appropriate personnel, in the development of the Clinic’s medical risk management program.

· Establishes and administers a process for receiving, documenting, tracking, investigating, and taking action on all complaints concerning the clinic’s privacy policies and procedures.

· Maintains current knowledge of applicable federal and state privacy laws and accreditation standards, and monitors advancement in information privacy technologies to ensure organizational adaptation and compliance.

· Develops, coordinates, and administers IHA systems for risk identification, investigation, and risk reduction; maintains a network of informational resources and experts; performs risk surveys and inspects patient care areas; reviews facility to assess loss potential.

· Maintains risk management statistics and files in compliance with AAAHC and state and federal agencies; promotes maximum confidentiality by limiting access of such information. Also strives to verify that the following information is accurate, available, and secure: medical records, financial information, policies and procedures, incident reports, as well as other pertinent data.

· Collects, evaluates, and distributes relevant data concerning patient and employee injuries: aggregate data summaries and monthly trend analyses of incidents; provides aggregate analysis of risk data; maintains statistical trending of other risk management data.

· Informs team leads and senior management regarding occurrences, issues, findings, and risk. Management suggestions; provides feedback to management at all levels in the efforts to reduce risks.

· Proactive analysis of patient safety processes.

· Performs and leads in investigations, root cause analysis investigation, screening and reporting of adverse events to the appropriate parties.

· Maintains awareness of and complies with legislative and regulatory activities concerning risk management programs and patient care, including those mandated by state and federal agencies, incident reporting. Includes investigation activities with federal, state, and local enforcement authorities.

· Responsible for the identification and development of the requirements of the medical records management process.

· Works with organization administration, legal counsel, and other related parties to represent the clinic’s information privacy interests with external parties (state or local government bodies) who undertake to adopt or amend privacy legislation, regulation, or standard.

· Acts as Security liaison for the clinic.

· Support organizational mission, goals, and performance measures while accomplishing individually assigned goals.

· Adheres to and fosters acceptable health and safety practices.

· Establish and maintain effective working relationships with employees, clients, and the public.

· Performs other related duties as assigned.

ESSENTIAL SKILLS & EXPERIENCE: To perform this job successfully, an individual must have the minimum educational credentials from an accredited school, college or university and be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required.

· Education Qualifications:

• Bachelor degree in Medical Records Administration, Health Information Management, or a related field; or

• Associate Degree in similar field and five years of experience in health information management and/or medical records administration.

· Good analytical skills, writing skills, verbal communication skills, and strong organizational skills.

· Proficiency in communicating effectively with patients, co-workers, and other clients, using various communication methods (e.g., in person, telephone, facsimile, email, telecommunications devices for the deaf [TDD]).

· Capable of seeing and hearing adequately to perform essential functions.

· Ability to read, analyze, and interpret communications and documents.

· Knowledge of and ability to apply the principles of health information management, project management, and change management.

· Knowledge and experience in the most current access, release of information, and release control technologies.

· Direct experience sufficient to address routine clinic privacy issues and resolve common patient-related questions to ensure the smooth day-to-day operations of the clinic.

DESIRED SKILLS & EXPERIENCE: The following skills or experience are highly valued, but not required to perform the essential functions of this position.

· Preferred 5 years of experience in related field.

· Experience working with Government Systems.

· Experience in an occupational health services organization.

· Demonstrated ability to interpret and implement regulations and regulatory guidelines.

· Five years of experience working with legal privacy requirements, particularly those in the federal sector.

· Five years of experience in working with federal agencies and a demonstrated thorough understanding and working knowledge of the DOE system of records.

· Ability to interface and interact with individuals from other organizations, including regulatory authorities and government officials to demonstrate the clinic’s compliance with legal privacy requirements and resolving noncompliance issues.

· Ability to interact with employees at all levels to ensure privacy concerns are addressed and appropriate actions are taken.

· Three years of experience in the development and administration of special programs and projects.

· Knowledge of national standards related to clinic accreditation and quality assurance.

TYPICAL PHYSICAL DEMANDS & WORK ENVIRONMENT: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands:

· The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job. May require sitting or standing for long periods of time. Requires manual dexterity sufficient to operate a keyboard, operate a calculator, telephone, and such other office equipment as necessary. Normal range of vision and hearing. It is necessary to create and view on computer screens for long periods and to work in an environment which can be very stressful.

· Work will involve frequent contact with other project employees, customers, clients, representatives, and vendors. Work may be stressful at times. Interaction with others is constant and may be interruptive. Opportunities for local and domestic United States travel will occur.