HEALTH INFORMATION MANAGEMENT SENIOR SUPERVISOR

Position/Program Information

EXAM NUMBER :

Y1410B

TYPE OF RECRUITMENT:
Open Competitive Job Opportunity - We welcome applications from anyone.

The application filing period will begin on February 20, 2025, at 8:00 a.m. (PT) - Continuous.

We will continue accepting applications until we determine it is no longer necessary. We may close the application filing window without prior notice.
No Out of Class experience or withholds are allowed for this examination. Required experience must be fully met at the time of filing and clearly indicated on the application.

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 coordinates a large coding and auditing technical section and related support staff of a Health Information Management program at a County hospital.

Essential Job Functions

Provides oversight and supervision of Coding, Release of Information (ROI) and Document Imaging/File Management, and Master Patient Index teams, including training, performance management and workflow modification. Conducts staff meetings, ensures staff development as well as provides orientation and training.

Participates in projects and meetings as required to address ROI, Coding, Document Imaging, Files Management, and Master Patient Index.

Maintains proficiency in the methods required to manipulate and analyze data from ORCHID and other systems. Maintains proficiency of Charge Viewer and Chart Abstracting for coding and revenue cycle.

Performs Quality Reviews for Coding, ROI and Document Imaging to assess regulatory compliance with completeness of data and information, timeliness, accuracy, and authentication requirements. Monitors compliance with Official Coding Guidelines, Current Procedural Terminology (CPT) Guidelines, Coding Clinic, CPT Assistant, Centers for Medicare & Medicaid Services (CMS) Guidelines, and other regulatory guidelines.

Keeps Health Information leadership informed on staff performance, personnel issues, 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 work with leadership to develop and implement solutions that will streamline processes and improve workflows.

Works closely with ACN/MC/EHIM Leadership, Missing Documentation, Legal, Compliance, Risk Management and Information Technology on HIM operations system, processes, and issues.

Provides oversight of Master Patient Index activities and staff by monitoring patient merge and unmerge tasks, reviewing data from patient identify contributor systems, creating new or modifying workflows, adjusting day-to-day staffing and provides reports/dashboards to HIM leadership.

Maintains and coordinates adequate scheduling and staffing to support operational needs. Manages the daily workload by ensuring work queues on established systems is 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 keeps them up to date.

Completes online incident reporting when breaches occur and submits for leadership review. Reviews breach details and provides recommendations to prevent further breaches of patient information to management.

Prevents possible breaches by maintaining quality assurance (QA) for the department. Follows QA protocol for all ROI requests and holds employees accountable for high quality. Responsible for meeting quality goals monthly.

Monitors performance of transcription service, deficiency process, and California Department of Health Care Access and Information (HCAI) reporting.

Generates weekly and end of month reports to track performance/productivity. Performs analysis upon the statistical data to engage process improvement and increase efficiency.

Works with ORCHID SMEs to run/update new HIM reports.

Assists with the development of policies and procedures related to ROI, medical record data and documentation integrity and data management, including standards, usage, operations, documentation, training, interfaces, security, and integrity.

Actively fosters staff development, including training and re-training as needed. Conducts regular one-on-one meetings with employees. Holds Unit meetings as necessary.

Monitors the prompt collection of records from units, ensuring the timely and accurate scanning of documents, as well as conducting Quality Assurance and validation processes.

Performs other pertinent duties as assigned by HIM Leadership.

Requirements

SELECTION REQUIREMENTS:

Option I: Registered Health Information Administrator (RHIA) certification issued by the American Health Information Management Association ( 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 three (3) years of technical health information* experience, including medical records coding. One (1) year of which must have been in a supervisory capacity** over medical records coding and other Health Information Management staff.

Option II: Registered Health Information Technician (RHIT) certification issued by the American Health Information Management Association (AHIMA), and four (4) years of technical health information* experience, including medical records coding. One (1) year of the required experience must have been in a supervisory capacity** over medical records coding and other Health Information Management staff.

Option III: Certified Coding Specialist (CCS) certification issued by the American Health Information Management Association ( AHIMA) and four (4) years of technical health information* experience, including medical records coding. Two (2) years of the required experience must have been in a supervisory** or senior/lead*** capacity over medical records coding and other Health Information Management staff.
*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.

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.
PHYSICAL CLASS 2 - 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.

Are you a veteran? If you are a veteran, you may be eligible for veteran’s credit, which is an additional 10% of the total points added to a passing score. We will need a copy of your form DD214 to review, so please include that with your application or email it to the exam analyst at tbuggs@dhs.lacounty.gov within 7 calendar days from applying. Please include your name (as it appears on your online application), the examination title and number in the subject of your email.

DESIRABLE QUALIFICATIONS:
Additional credit will be given to applicants that possess the following desirable qualifications:

• Experience in a supervisory** or senior/lead*** capacity over medical records coding and other Health Information Management staff in e xcess of the Selection Requirements for the qualifying.
• Health Information Management**** experience in an acute care/large academic medical center setting***** or integrated healthcare system******
• Experience in a supervisory capacity over medical records coding and other Health Information Management staff in Ambulatory Surgery or Outpatient Surgery
• Project management******* experience within healthcare
• Experience with any of the following software programs:
  • Microsoft Word, which includes writing, proof reading and correcting memos, letters, CVs, and using advanced formatting and track changes to prepare a wide variety of documents to support management by preparing communication, reports, presentations, dossiers, and other products.
  • Microsoft Excel, which includes creating spreadsheets, creating workbooks, data entry, use of formulas, and the ability to work with large amounts of data easily to support the department by creating, formatting, organizing, updating, calculating, and modifying reports for management.
  • Microsoft PowerPoint, which includes creating visual slideshows and instructional content, including training materials for educational purposes

****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 coding workflow 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 (preferred). If you are unable to attach required/supporting documents at the time of filing, you must 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 examination title and number in the subject of your email.

We do not accept password-protected documents. Ensure documents are unlocked before attaching to your application or sending to exam analyst.

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 are processed as they are received 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. Qualified applicants with arrest or conviction records will be considered for employment in accordance with County Fair Chance Policies and the Fair Chance Act (Gov. Code Section 12952).

VACANCY INFORMATION:
The list of successful candidates created from this exam will be used to fill vacancies throughout the Department of Health Services as they occur.

APPLICATION AND FILING INFORMATION:
Applications must be submitted online only. 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 web site.

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 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.

Fill out your application completely. The acceptance of your application depends on whether you have clearly shown that you meet the exam requirements as listed on this job posting. Provide any relevant job experience in the spaces provided so we can evaluate your qualifications for the job. For each job held, give the name and address of your employer, your job 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.

Please note that all information included in the application materials is subject to verification at any point during the examination and hiring process, including after an appointment has been made. Falsification of any information may result in disqualification or rescission of appointment. Utilizing verbiage from Class Specification and requirements serving as your description of duties will not be sufficient to demonstrate that you meet the exam requirements. Comments such as “See Resume” or referencing other unsolicited materials/documents will not be considered a response. Doing so may result in an incomplete application, and you may be disqualified.

SOCIAL SECURITY NUMBER:
Federal law requires that all employed persons have a Social Security Number, so include yours when applying.

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. Please refer to their website for updated information https://lacountylibrary.org/library-locator .

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 Health Services 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.

DEPARTMENT CONTACT:
Tanisha Buggs, Exam Analyst
(213) 288-7000
tbuggs@dhs.lacounty.gov

CALIFORNIA RELAY SERVICES PHONE :
(800) 735-2922

For detailed information, please click here

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• Los Angeles County

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