Description
Summary
JOB SUMMARY:Reporting to the Manager, the Supervisor, Records Management & Registration performs a variety of duties such as supervising more than ten designated registration and records management staff, scheduling and coordinating work assignments, providing input into staff performance evaluations, and orienting and training staff. Communicates and/or implements approved HIM process and standards under direction of the Manager and acts as a resource to staff and site personnel on related matters. Reviews work procedures and recommends changes to the Manager. Monitors and audits entries into applicable registration systems in accordance with Ministry of Health and HIM guidelines. Provides feedback and/or training to system users as required. Performs clerical registration and health record management duties as required. If required by site, may perform bed booking functions such as attending bed management meetings, identifying available bed booking options, and working with designated nursing personnel to select and assign appropriate bed booking option. Resolves, tracks and escalates issues to appropriate personnel in accordance with established procedures.
QUALIFICATIONS:EducationGrade 12, completion of recognized release of information course, plus four years' recent, related experience including one year in a supervisory capacity or an equivalent combination of education, training, and experience.Skills and AbilitiesKnowledge of medical terminology. Ability to keyboard at 45 w.p.m. Ability to communicate effectively both verbally and in writing. Ability to deal with others effectively. Physical ability to carry out the duties of the position. Ability to supervise. Ability to organize work. Ability to operate related equipment. Supervises designated staff by performing duties such as scheduling and coordinating work assignments, checking and prioritizing work, monitoring performance to ensure department standards are met, providing work guidance and advice, facilitating resolutions to problems, initiating corrective action and/or referring unresolved issues to the Manager. Provides assistance to the Manager with staffing issues such as performance evaluations, orientation and training requirement by providing input into employee performance evaluations, orientating and training new and current staff, preparing associated documentation and processing necessary forms. Implements approved HIM processes and standards under the direction of the Manager through methods such as communicating approved processes and standards to staff, providing guidance as required, and being a resource to staff for questions or referring staff to other HIM in-house supervisory or specialized personnel. Maintains various manuals such as policy manuals by performing duties such as filing new and/or updated releases and/or procedures as they are received. Reviews work procedures and makes recommendations for changes to the Manager to ensure quality work performance. Participates in the interviewing process and provides Manager with input into the selection of new employees. Communicates with various departments at assigned site(s) regarding HIM issues and/or standards and procedures by methods such as responding to enquiries relating to work assignments, standards or procedures, coordinating discussions and working with site and HIM personnel to resolve work related issues and discussing issues with Manager as required. Monitors and audits entries and patient demographics in the system based in accordance with the Ministry of Health and HIM guidelines for respective site(s) by verifying accuracy of information, checking for duplicate records, reviewing reasons for errors, and initiating corrections as required. Provides feedback and training to users to ensure accuracy and integrity of information entered and provides related feedback to the Manager. Receives and processes requests such as vacation, leave of absence and terminations by performing duties such as preparing appropriate documentation, making necessary calculations such as seniority and vacation entitlements, answering employee enquiries regarding application of the collective agreements and forwarding to the Manager for authorization. Performs registration functions by performing duties such as receiving and interviewing patients, entering patient information into system, and completing admitting records. If required at site, performs bed booking functions such as identifying available bed booking options by obtaining patient information necessary such as personal details, nature of care required, type of surgery and comparing this information to available beds. Attends bed management meetings as required. In conjunction with Clinical Coordinator/Access Coordinator or designate, makes decision on selecting appropriate bed booking option and updating the bed booking roster as per established procedures. Performs a variety of health information management functions such record processing, qualitative analysis of medical records including coordinating communication to physicians regarding incomplete charts and suspension, and answering inquiries regarding requests for patient information in accordance with established policies, procedures and guidelines. Performs duties, as required, related to the release of clinical information in accordance with policies, procedures, legislation and standards in the retrieval, severing, photocopying/scanning, electronic/paper distribution of health care documentation/reports. Responds to requests from internal/external sources for information regarding confidentiality and release of information policies and procedures; attends to legal requests for personal information and other related requirements Assists with the release of expired patients if applicable by performing duties such as verifying paperwork, receiving and filing death certificate, notifying appropriate personnel of paperwork deficiencies, and entering patient departure from the morgue into the admissions/discharge/transfer system. Generates a variety of reports such as Activity, Census and Occupancy reports as requested from the computerized Admission, Discharge and Transfer System and distributes accordingly. Coordinates off site storage activities such as requesting and returning records, overseeing maintenance activities of the chart filing area and making recommendations regarding on and off site storage issues. Liaises with centralized staffing office regarding the filling of temporary staffing requirements and payroll matters. Discusses discrepancies to the Manager as required. Performs other related duties as assigned.
Job Accuracy Posting Flag
The hours of work, including start and stop times, days off, work area and work site may be subject to change consistent with operations requirements and applicable provisions of the Collective Agreement and statutes. **Testing may be required. ***A criminal record check may be required
