Position/Program Information
EXAM NUMBER: Y1409C
First Day of Filing: January 17, 2024, at 8:00 a.m. (PT) - Until needs of the department are met and is subject to closure without prior notice.
TYPE OF RECRUITMENT:
OPEN COMPETITIVE JOB OPPORTUNITY
NO OUT-OF-CLASS EXPERIENCE OR WITHHOLDS ARE ALLOWED FOR THIS EXAMINATION. Correctional Health Services - 20% Recruitment and Retention Bonus
The County of Los Angeles is currently offering up to a 20% bonus for full-time Health Information Management Supervisor positions hired by Correctional Health Services and working on-site in a designated facility to meet critical healthcare needs for the uniquely underserved jail population.
ABOUT LOS ANGELES COUNTY DEPARTMENT OF HEALTH SERVICES The Los Angeles County Department of Health Services (DHS) is the second largest municipal health system in the nation. Through its integrated system of 25 health centers and four hospitals - and expanded network of community partner clinics - DHS annually provides direct care for 600,000 unique patients, employs over 23,000 staff, and has an annual budget of over $6.9 billion. For additional information regarding DHS please visit www.dhs.lacounty.gov .
Through academic affiliations with the University of California, Los Angeles (UCLA), the University of Southern California (USC), and the Charles R. Drew University of Medicine and Sciences (CDU), DHS hospitals are training sites for physicians completing their Graduate Medical Education in nearly every medical specialty and subspecialty. In addition to its direct clinical services, DHS also runs the Emergency Medical Services (EMS) Agency and the County's 911 emergency response system, as well as Housing for Health and the Office of Diversion and Re-entry, each with a critical role in connecting vulnerable populations, including those released from correctional and institutional settings to supportive housing.
MISSION: To advance the health of our patients and our communities by providing extraordinary care.
DEFINITION:Supervises and participates in the work of a group of technical staff engaged in coding and auditing patient medical records in a County medical facility.
Essential Job Functions
Provides oversight and supervision of Release of Information (ROI) team including training, performance management and workflow. Conduct staff meetings, ensure staff development as well as provide orientation and training.
Responsible for developing and providing training for all new staff as well as process improvement training for current staff.
Prepares and conducts performance reviews for staff with review by the department leadership.
Keeps Health Information leadership informed on staff performance and helps to identify training opportunities. Provides feedback and makes recommendations for commendations, performance reviews and progressive disciplinary actions.
Identifies and evaluates areas that may need improvement and works with leadership to develop and implement solutions that will streamline processes and improve workflows.
Serves as a liaison for all audits. Submits specific audits to the Compliance department to get approval. Input all audit requests into tracking system and prepares records. Works with tight deadlines while dealing directly with audit entities, both private and government, on billing and payment.
Administers all chart reviews by meeting patients and/or attorneys in person at a clinic site to review records with them.
Works closely with Legal, Compliance, Risk and Information Technology on Health Information Management (HIM) operations system and legal issues.
Responsible for dealing with escalating situations by communicating with attorneys, law enforcement, auditors, and insurance company representatives as well as a variety of other professionals. Diffusing situations by expediting their requests, answering questions and educating on processes.
Prepares biweekly reports to HIM Leaderships by utilizing the ROI module, works queues and reports in established systems. Creates reports within system that show incoming and outgoing volumes for all requestor types. Provides reports to management and monitors activity. Takes action as necessary by adjusting staff and managing workflow proactively avoiding instances of overtime.
Manages the daily workload by making sure work queues in established systems are maintained and completed in a timely manner.
Keeps up to date on HIPAA, STATE requirements and compliance rules to serve as a subject matter expert. Trains staff and keep them up to date.
Completes online incident reporting when breeches occur and submits for leadership review. Reviews breech details and develops solutions to prevent further breeches and makes recommendations for improvement to management.
Prevents possible breeches by maintaining quality assurance (QA) for the department. Follows protocol for QA for all ROI requests and hold employees accountable for high quality. Responsible for meeting quality goals monthly.
Responsible for supporting accuracy and timeliness of all chart analysis and re-analysis tasks and notification steps for the Physician Suspension cycle. Ensures email delivery of notifications, pre-suspension warnings, and final suspension selection to physicians, their clinical department, hospital leadership.
Monitors and ensures daily tracking and follow-up by staff to obtain all pending reports required to complete coding and billing of cases for timely hospital reimbursement and facility quality of care reporting.
Ensures physician satisfaction regarding chart completion activities by making certain that prompt and appropriate guidance and assistance is provided by HIM subordinate staff. Functions as resource and support center for issues pertaining to electronic record entries, dictations, corrections, additions, and completion to obtain regulatory compliance.
Responsible for performing quality reviews of medical records to assess regulatory compliance with completeness of data and information, timeliness, accuracy, and authentication requirements.
Follows through until correction and/or completion processes are completed. Maintains necessary documentation to identify errors and substantiate correction.
Monitors performance of transcription service including resolution of issues preventing the interface of documents into the electronic medical record.
Maintains liaison with the HIM-EHR team and leadership to review, correct, and improve record deficiency workflows and reports.
Provides orientation to incoming residents and house staff, and new attending physicians on record completion requirements.
Works closely with the enterprise Master Patient Index (EMPI) team, and with Patient Registration/Admitting, and Patient Financial Services (PFS) to identify and help resolve issues arising from inaccurate patient data.
Generates weekly and end of month reports to track productivity and statistically relevant data. Performs analysis upon the statistical data to engage process improvement and increase efficiency.
Maintains, updates, and validates statistical data for incomplete records, quality reviews, and for data submission to various State disease registries as needed.
Assists with the development of policies and procedures related to release of information, medical record data and documentation integrity and data management, including standards, usage, operations, documentation, training, interfaces, security, and integrity.
Participates in projects and meetings as required in order to address ROI, chart completion and data integrity issues.
Actively fosters staff development, including training and re-training as needed. Has regular one-on-one meetings with employees. Holds Unit meetings as necessary.
Maintains and coordinates adequate scheduling and staffing to support operational needs.
Performs other pertinent duties as assigned by HIM Leadership.
Requirements
SELECTION REQUIREMENTS:Option I:Registered Health Information Technician (RHIT) certification by the American Health Information Management Association (AHIMA),
and three (3) years of technical health information* experience, including medical records coding. One (1) year of the required experience must have been in a supervisory** or senior/lead*** capacity over other Health Information staff.
Option II:Registered Health Information Administrator (RHIA) certification by AHIMA, completion of a Bachelor’s degree in Health Information Management, accredited by the Commission on Accreditation for Health Informatics and Information Management Education
and two (2) years of technical health information* experience, including medical records coding. One (1) year of the required experience must have been in a supervisory** capacity in a Health Information Management department.
*Technical health information experience may include but is not limited to reviewing electronic medical record physician documentation, abstracting information from the medical record documentation, applying knowledge of regulatory requirements pertaining to medical record documentation, and applying knowledge of privacy laws to ensure facility compliance.
**Supervisory in the County of Los Angeles is defined as:provides direct supervision to planning, assigning, and reviewing work of staff of the unit, evaluating employee performance, counseling, and recommending discipline.
*** For this examination, senior/lead experience is defined as assigning, coordinating, and reviewing the work, ensuring proper work methods are followed, and providing technical assistance and training.
Physical Class II - Light: This class includes administrative and clerical positions requiring light physical effort that may include occasional light lifting to a 10-pound limit and some bending, stooping, or squatting. Considerable ambulation may be involved.
LICENSE: A valid California Class “C” Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.
DESIRABLE QUALIFICATIONS: Additional credit will be given to applicants that possess the following desirable qualifications:
- Health Information Management**** experience in an acute care/large academic medical center setting***** or integrated healthcare system******
- Project management******* experience within healthcare
- Experience with Microsoft office suite, specifically EXCEL, POWERPOINT, WORD, and Visio
- Experience managing a Release of Information Unit.
- Certified in Healthcare Privacy and Security (CHPS) certificate from the American Health Information Management Association (AHIMA) or Certified in Healthcare Privacy Compliance (CHPC) from the Health Care Compliance Association
****Health Information Management experience includes but is not limited to managing abstracting and coding functions or acting as the first assistant of a Health Information Management Division.
*****Large academic medical center setting is defined as a teaching hospital with over 400 licensed beds.
******I ntegrated healthcare system is health care coverage that organizes doctors, hospitals, and other providers into groups in order to enhance the quality and cost effectiveness of medical treatment.
*******Project management experience within healthcare includes but is not limited to supporting, leading, and contributing to process improvement projects where change management strategies are necessary in meeting targeted program objectives and timelines.
SPECIAL REQUIREMENT INFORMATION:
In order to qualify and receive credit, you must include a legible photocopy of your official certificate, official degree, official transcripts, or official letter from the accredited institution which shows the area of specialization with your online application, at the time of filing . If you are unable to attach required/supporting documents during the application submission, you may email the documents to Tanisha Buggs at tbuggs@dhs.lacounty.gov within seven (7) calendar days of filing your online application or you will not receive credit. Please include your name (as it appears on your online application), the exam title and exam number in the email message.
Accredited institutions are those listed in the publications of regional, national or international accrediting agencies which are accepted by the Department of Human Resources. Publications such as American Universities and Colleges and International Handbook of Universities are acceptable references. Also acceptable, if appropriate, are degrees that have been evaluated and deemed to be equivalent to degrees from United States accredited institutions by an academic credential evaluation agency recognized by The National Association of Credential Evaluation Services or the Association of International Credential Evaluators, Inc.
Certificate Information: Please ensure the Certification/License Section of the application is completed. Provide the title of the certificate, the number, date issued, date of expiration and the name of the issuing agency as specified in the Selection Requirements.
Additional Information
EXAMINATION CONTENT:An evaluation of your education, experience, desirable qualifications and supplemental questionnaire based on your application information weighted 100%.
Candidates must achieve a passing score of 70% or higher on this examination in order to be added to the eligible register.
ELIGIBILITY INFORMATION:
Applications will be processed on an "as-received" basis and those receiving a passing score will be added to the eligible register accordingly.
The names of candidates receiving a passing score in the examination will be added to the eligible register in the order of their score group for a period of twelve (12) months following the date of promulgation.
No person may compete in this examination more than once every twelve (12) months.
SPECIAL INFORMATION:
Appointees may be required to work
any shift , including evenings, nights, weekends, and holidays.
The County of Los Angeles is a Fair Chance employer. Except for a very limited number of positions, you will not be asked to provide information about a conviction history unless you receive a contingent offer of employment . The County will make an individualized assessment of whether your conviction history has a direct or adverse relationship with the specific duties of the job, and consider potential mitigating factors, including, but not limited to, evidence and extent of rehabilitation, recency of the offense(s), and age at the time of the offense(s).
If asked to provide information about a conviction history, any convictions or court records which are exempted by a valid court order do not have to be disclosed.
VACANCY INFORMATION:
The resulting eligible register will be used to fill vacancies in the Department of Health Services (DHS) throughout Los Angeles County as they occur.
APPLICATION AND FILING INFORMATION:
How to Apply
Applications must be submitted online only. Applications submitted by U.S Mail, Fax, or in person will not be accepted.
Plan to submit your online application well in advance of the 5:00 p.m. (PT) deadline on the last day of filing, as you may be required to verify your email address. This only needs to be done once per email address, and if you already have a job seeker account on www.governmentjobs.com/careers/lacounty , you can verify at any time by logging in and following the prompts. This is to enhance the security of your online application and to ensure you do not enter an incorrect email address.
Apply online by clicking on the green "APPLY" button at the top right of this posting. You can also track the status of your application using this website.
The acceptance of your application depends on whether you have clearly shown that you meet the Requirements. Fill out your application completely and correctly to receive full credit for related education, and/or experience in the spaces provided so we can evaluate your qualifications for the position. Please do not group your experience. For each position held, give the name and address of your employer, your position title, beginning and ending dates, number of hours worked per week, and description of work performed. If your application is incomplete, it will be rejected.
IMPORTANT NOTES:- All information and documents provided by applicants is subject to verification.
- We may reject your application at any time during the examination and hiring process, including after appointment has been made.
- Falsification of any information may result in disqualification or rescission of appointment.
- Utilizing verbiage from Class Specification and/or Minimum/Selection Requirements serving as your description of duties will not be sufficient to demonstrate that you meet the Requirements. Comments such as "See Résumé" or referencing other unsolicited materials/documents will not be considered as a response; in doing so, your application will be rejected.
SOCIAL SECURITY NUMBER:
Please include your Social Security Number for record control purposes. Federal law requires that all employed persons have a Social Security Number.
NO SHARING OF USER ID, E-MAIL, AND PASSWORD: All applicants must file their application using their own user ID and password. Using a family member's or friend's user ID and password may erase a candidate's original application record.
COMPUTER AND INTERNET ACCESS AT PUBLIC LIBRARIES: For Candidates who may not have regular access to a computer or the internet, applications can be completed on computers at public libraries throughout Los Angeles County.
ANTI-RACISM, DIVERSITY, AND INCLUSION (ARDI)The County of Los Angeles recognizes and affirms that all people are created equal and are entitled to all rights afforded by the Constitution of the United States. The Department of Human Resources is committed to promoting Anti-racism, Diversity, and Inclusion efforts to address the inequalities and disparities amongst race. We support the ARDI Strategic Plan and its goals by improving equality, diversity, and inclusion in recruitment, selection, and employment practices.
TESTING ACCOMMODATION COORDINATOR CONTACT: If you need accommodation to take the assessment, let us know by contacting the ADA/Testing Coordinator at (323) 914-7111. The sooner you contact us, the sooner we can respond to your request and keep you moving through the process.
DEPARTMENT CONTACT:
Tanisha Buggs, Exam Analyst
(213) 288-7000
tbuggs@dhs.lacounty.gov
CALIFORNIA RELAY SERVICES PHONE : (800) 735-2922
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