Health Records & Referrals Manager

Description

DESCRIPTION: Under the supervision of the Chief of Clinic Operations, the Records and Referrals Manager is responsible for the operation of the health records department and the referrals department including supervision of department staff. 

This position supports the organization's mission, vision, and values through excellence and competence, collaboration, innovation, respect, commitment to our community, and accountability and ownership. 

DUTIES & RESPONSIBILITIES:

1. Hires and supervises employees in the health records and referrals departments; assigns and schedules work; monitors work performance; and handles personnel operations including performance appraisals, paid time off request approvals and approving time sheets. 

2. Recommends appropriate staffing levels.

3. Ensures effective functioning of the department in accordance with established policies and procedures. Develops department protocols and document workflows.

4. Oversees the timely processing of patient health records and referral orders: Identify workflow efficiencies, opportunities for department integration, and optimized use of EHR. 

5. Ensures timely and accurate processing and notification to clinicians of prescription requests, consultation reports, and all other forms or patient information.

6. Oversees the timely and accurate processing of referrals including: insurance authorization obtained; patient and consulting provider notified of referral; appropriate chart documentation; and consult report obtained.

7. Provides technical assistance to staff on questions involving forms, department systems and procedures, and record retention. 

8. Monitors training of staff on optimized use of Electronic Health Records (EHR).

9. Assigns workload to staff to ensure processing of faxes and incoming phone calls. Monitors fax folder and department message line.

10. Monitors EHR referral queue and ensures timely closing of open orders; monitor the processing of retro authorizations (RAFs) and ensure a new referral order is obtained from provider if the original order has expired.

11. Respond to department complaints; investigate and make improvements based on feedback received.

12. Oversees responses to all information requests. Verifies that all release of information takes place in accordance with California State laws governing such requests. Processes all subpoenas in accordance with California State Law and policies and procedures.

13. Maintains the highest level of confidentiality in accordance with Salud’s Sanction policy and HIPAA privacy standards.

14. Develops and monitors program dashboard and compliance program. Monitors workflow and sets performance metrics (average number of days to process and close referral, etc.).

15. Oversees the maintenance, storage and retrieval of paper records in accordance with policies and procedures and retention requirements for the State of California.

16. Continuously assess processes, identifies improvements needs and implements recommendations for improvement.

17. Participates in the Quality Improvement Committee, and other meetings as required.

18. Communicates effectively by using welcoming words, proper tone of voice, appropriate body language, eye contact and smiling in all interactions. Listens skillfully and displays a willingness and ability to acknowledge patient and co-workers’ needs, expectations and values through the use of reflective listening and empathy conveyance. Respond to co-worker and patient needs in ways that are helpful and beyond expectation.

19. Other duties as assigned

Requirements

MINIMUM QUALIFICATIONS:

· Bachelor’s Degree in related field or equivalent work experience

· Three to five years of experience working in an ambulatory care setting or equivalent experience in quality assurance, risk management, and/or utilization review including medical records

· One year supervisory experience preferred 

· Excellent oral and written communication skills

· Knowledge of medical terminology required

· Bilingual Spanish/English required

· Self-starter and able to function with little or no supervision

· Manage frequent interruptions and changing priorities 

PHYSICAL DEMANDS:

Standing, walking, sitting, typing, reaching, bending, moving and/or lifting up to 25 pounds. 

SALARY & BENEFITS

Wage: $93,985.93 - $114,240.48 per year

Employment Type: Full Time, 40-hour work week

Benefits: available to all regular Salud employees working 24+ hours per week. Part-time employees may receive some benefits on a pro-rated basis.

• Medical, Dental, Vision, and Life Insurance Plans
• Paid Time Off (PTO): 19 days per year
• Paid Holidays: 12 per year
• 401(k) Retirement Plan with employer contribution
• Voluntary Long-Term Disability

** Salud is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. Salud is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact the Salud Human Resources Department, [831-728-8250, and [email protected]].**