65848BRAuto req ID:65848BRJob Code:359056 Admin Dept/Program Admin Department Office Location:USA - MA - Cambridge Business Title:Health Information Svs ManagerSub-Unit:------------ Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :056Time Status:Full-time Union:00 - Non Union, Exempt or Temporary Basic Qualifications:

• Bachelor’s degree or equivalent work experience required.

• Demonstrated experience and knowledge of the Health Information Management functions and departmental processes.

• Progressive leadership in the Health Information Management /Medical Records field with a minimum of 3 years of supervisory experience.

• Demonstrated competency with electronic medical record systems and ability to learn new technology and software systems.

• Effective written communication skills, including ability to write grammatically correct emails, messages, and other materials, as well as edit existing and create new department policies and procedures.

• Ability to effectively communicate, both verbally and in writing, and to work with groups at various professional levels to accomplish goals and objectives while maintaining positive professional working relationships. This includes representing Harvard University Health Services and Harvard University in meetings, when communicating with patients/customers, and in the course of leading the HIS staff toward the accomplishment of their goals.

Additional Qualifications and Skills:

• RHIA or RHIT certification or currently working towards these credentials.

• Knowledge of State and Federal healthcare privacy and HIPAA regulations.

• Lean knowledge or experience.

Additional Information:

POSITION DESCRIPTION CONTINUED

Compliance:

• Adheres to the expectations and professional responsibilities of the department.

• Employs the standards, practices, and procedures of the department.

• Reports non-compliance incidents to the supervisor, manager, and/or Compliance Officer.

  Finance:

  Collaborates with the Director when planning yearly staffing, operating, and capital budgets in accordance to established guidelines while supporting HUHS goals and objectives.

  Other:

• Harvard University requires a pre-employment reference and background screening.

• Harvard University is unable to provide work authorization and/or visa sponsorship.

• This position has a 90-day orientation and review period. 

Department:Health Information ServicesPre-Employment Screening:Criminal, IdentitySchedule:

Monday - Friday: 8 hours each day

Total: 40 hours per week

Job Function:General Administration Position Description:

Privacy Compliance and Education

• Participates in the monitoring activities that investigate, track, and report inappropriate access and disclosure of protected health information with the Director. Monitors patterns of inappropriate access and/or disclosure of protected health information and follows up as appropriate and decided by the Director.

• In collaboration with the Director, ensures that organization has and maintains appropriate privacy and confidentiality consents, authorization forms and information notices and materials reflecting current organization and legal practices and requirements.

• Delivers New Employee Orientation in the absence of the Director and annual privacy training to the workforce. Participates and provides input when updating content for annual staff HIPAA privacy and security training.

• Facilitates and promotes activities to foster information privacy awareness within HUHS.

• Maintains current knowledge of applicable Federal and State privacy laws and accreditation standards.

  Committee Participation

• Contributes to HUHS-wide goals by being creative, collaborative, and service oriented as well as by participating in HUHS committees on performance improvement projects.

• Participates in the Medical Records Committee (MRC) with the Director and has responsibility for scheduling and preparing the agenda and minutes.

• Ad hoc member of the Safety Event Team including assignment of all HIPAA Privacy events for investigation, mitigation, follow-up, and resolution with involved parties.

  Leadership/Management

• Managing Performance: Provides on going supervision to staff and provides regular performance feedback. Participates in staff evaluations and performance reviews for staff per HUHS guidelines. Coaches and is a mentor to staff.

• Developing Others: Plans and supports the development of individuals’ skills and abilities so that they can fulfill current or future job/role responsibilities more effectively.

• Teamwork: Works effectively with team/work group or those outside formal line of responsibility to accomplish organizational goals; takes actions that respects the needs and contributions of others; subordinating own objectives to those of the team. Fosters a positive attitude among staff. Creates and contributes to departmental and HUHS wide teamwork by motivating staff to work effectively together.

• Building Rapport & Relationships: Initiates and develops relationships with others as a key priority; treats others with respect; actively listens to ideas; is approachable. Perceives one's impact on others; perceives and reacts to the needs of others.

• Staffing: Maintains adequate staffing service levels for all areas of responsibility. All new staff, including temporary staff, are oriented within the established time frame.

• Change: Willingly anticipates and effectively manages change. Identifies and clearly defines problems, evaluates, and weighs alternatives, works effectively to remove barriers and implements solutions.

• Political Savvy/Conflict Resolution: Develops effective give and take relationships with others; understands the agenda and perspective of others; recognizes and effectively balances the interests and needs of one’s own group with those of other groups. Resolves conflicts effectively and supports decisions.

• Initiative: Demonstrates initiative and contributes to HUHS wide goals by being creative, collaborative, and service oriented as well as by participating in HUHS committees on performance improvement projects.

• Diversity: Appreciates and leverages the capabilities, insights, and ideas of all individuals; works effectively with individuals of diverse style, ability, and motivation.

  School/Unit:University Health Services EEO Statement:We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.Physical Requirements:

  All Harvard University Health Services (HUHS) staff and staff affiliates are considered Health Care Workers and as a condition of employment must provide documentation of the following:

• Letter of good health from your personal health care provider.

• TB skin test (within past 3 months) or, if known skin test positive, documentation of previous chest x-ray, information about any past treatment.

• Documentation of immunity (positive antibody titers) for Measles, Mumps, Rubella and Varicella.

• Proof of appropriate past immunization for Measles, Mumps, Rubella and Varicella.

• Hepatitis B vaccine series – required for staff with possible exposure to blood or blood borne pathogens.

• A current Flu vaccine (this season) and Covid vaccines to include the Primary series and Bivalent Booster.

  The required medical documentation/medical clearances can often be obtained by contacting your Pediatrician, PCP, medical provider. Titers, TB Skin testing can be performed by appointment at Occupational Health facilities.

  HUHS continues to place the highest priority on the health, safety and wellbeing of its faculty, staff and students, as well as the wider community. Being up to date with COVID vaccination, annual flu vaccination and other required medical vaccinations and documentation are required as a condition of employment at HUHS. You may claim exemption from the vaccine requirements for medical or religious reasons.

Job Summary:

Under the direction of the Director of Health Information Services (HIS) / Privacy Officer, the HIS Manager is responsible for the direct oversight of the medical record department’s operation to ensure accurate and reliable patient information management that complies with data and privacy regulations and AAAHC accreditation standards. Manages and leads 6 HIS staff in the day-to-day performance of their jobs, including training, coaching, helping, and sharing knowledge to ensure that the department and HUHS meet their operational goals and objectives. Keeps the Director updated on all operational issues that arise and involves the Director when clarification is needed and, with direction, resolves most problems and/or recommends solutions. Assists the Director in interviewing and hiring new staff, assessing professional development needs, and identifying opportunities to meet goals and objectives related to those needs.

Assures that the Health Information Services Department supports the operational and clinical needs of other HUHS departments.

Document Management/Scanning

• Ensures timely scanning of outside medical record documents into the EMR.

• Collaborates with providers when establishing scanning categories and priorities.

• Follows the organization’s record retention policies, following State requirements. Monitors record destruction schedules.

• Assists the Director with the monitoring of the Open Record Documentation policies and procedures.

• Works alongside HIS staff, scanning when necessary.

  Disclosure Management / Release of Information (ROI))

• Assists with the Release of Information Coordinator with the requests for release of protected health information in accordance with Federal and State law and internal HUHS policies, when necessary.

• Works with Release of Information Coordinator to create and implement ROI policies and procedures. Ensures that requests for medical information are fulfilled within the required time frame set by the HIPAA Privacy Rule.

  Electronic Medical Record Documentation Integrity

• Collaborates with HIS Director, IT, and clinical leadership in the continuous improvement of the electronic medical record system.

• Helps to ensure the integrity of electronic medical record and that the documentation standards and practices in use at HUHS are consistent with industry best practices.

• Ensures that HUHS maintains an up-to-date understanding of changes in legislation regarding collection, maintenance, and use of the medical record. Collaborates with the Director to ensure that changes are properly communicated to HUHS leadership and additional staff as appropriate. Flags affected policies and procedures to be updated accordingly.

  Harvard University Immunization Verification

• Collaborates with the Director and HIS Team Lead, managing the data entry and verification process of student immunization submissions for compliance with State immunization regulations and University policy.

• Works with the HIS team to prioritize the verification work to ensure students meet their schools’ registration deadlines.

• Works alongside HIS staff, completing verifications when necessary. Works with Director when collaborating with University Registrars and Deans of Students regarding the communication of requirements and each school’s level of immunization compliance.

• Participates with the Director in creating the yearly student communications (Student Immunization documents) that provide students with the necessary requirement information and instructions for submitting the required immunizations.

Commitment to Equity, Diversity, Inclusion, and Belonging: Harvard University Health Services is committed to fostering a diverse, inclusive, and equitable workplace in which all employees feel valued and have a sense of belonging. These principles are integral to our work and are at the core of who we are. We actively seek applicants with demonstrated commitment and/or experience promoting and fostering a working and learning environment that is supportive of individuals from diverse backgrounds. We welcome, respect, and embrace individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, abilities, beliefs, and values. Benefits: We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.

• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.

• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.

• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.

• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.

• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.

• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.

• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.

• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Work Format:On-Site Work Format Details:This position is based primarily on-campus, in Massachusetts. This may include in-person during emergency situations (if applicable). Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.About Us: Harvard University Health Services (HUHS) is a campus-based health care organization devoted exclusively to members of the Harvard community. Our work includes multi-specialty ambulatory medical care, behavioral and mental health services, and campus public health. HUHS also manages two self-funded health insurance plans, the Harvard University Group Health Plan (HUGHP, for university employees and dependents) and the Student Health Insurance Plan (SHIP, for students and dependents).