Title: Director of HIM
State Role Title: Prog Admin Specialist I
Hiring Range: $58,013 - $80,058
Pay Band: 4
Agency: Dept Behavioral Health/Develop
Location: Catawba Hospital
Agency Website: https://dbhds.virginia.gov/facilities/catawba/
Recruitment Type: General Public - G
Job Duties
Performance Management (for employees who supervise others):
• Expectations are clear, well communicated, and relate to the goals and objectives of the department
• Staff receive frequent, constructive feedback, including interim evaluations as appropriate;
• Staff have the necessary knowledge, skills, and abilities to accomplish goals;
• The requirements of the performance planning and evaluation system are met and evaluations are completed by established deadlines with proper documentation;
• Performance issues are addressed and documented as they occur.
• Safety issues are reviewed and communicated to assure a safe and healthy workplace and a reduction in work related absences.
• Supervises staff and manages the department in a manner consistent with established policy.
• Develops and updates policies and procedures in accordance with applicable standards/requirements.
• Utilizes knowledge of population-specific requirements when performing patient related duties.
• Participates in certification/recertification programs in behavioral interaction management techniques; appropriately applies verbal and physical techniques according to DBHDS-approved program.
Supervises multidisciplinary team audit process; audits medical records; summarizes and reports findings; identifies trends; performs follow-up.
• Assignments of multidisciplinary team audits are available in a timely and accurate manner.
• Performs audits in a timely and accurate manner.
• Information/reports from the audits must be available for use in a timely manner for meetings, supervision of staff, and departmental plans of correction.
Serves as chairperson of the EHR Committee
• Ensures accurate and timely minutes and agenda.
• Provides accurate and timely deficiency reports to the committee and to department heads.
• Coordinates approval of new and revised medical record forms in a timely and accurate manner (both during and between meetings).
• Shares updates and seeks feedback regarding EHR.
• Submits enhancement request(s) as needed.
Ensures diagnostic coding is performed accurately.
• Ensures all diagnoses (including principle and other diagnoses) are coded accurately, completely and in a timely manner to ensure proper reimbursement as applicable and so that billing as applicable is not delayed.
• Ensures data is entered into appropriate database(s) in a timely and accurate manner.
• Ensures any areas of deficiency are corrected within established timeframes.
• Performs back-up coding in Avatar system as applicable in absence of coder.
Reviews requests for patient information and authorizes release of information.
• Reviews non-routine requests for release of information and authorizes releases in accordance with established policies and procedures.
• Informs Director of Quality/Risk Management and/or Hospital Director within one working day of non-routine requests or when subpoenas for records are received.
• Attends to medical records in court when ordered.
Staff Education and Training.
• Will attend in-services/seminars on supervisory/management issues as appropriate and complete at least 3 hours of continuing education annually.
• Orient newly hired clinical staff, residents and/or medical students monthly regarding proper documentation in EHR.
Designated Records Officer
• Performs yearly review of archived patient medical records to determine amount of records due for destruction according to Records Retention and Disposition Schedule; coordinates records destruction. Responsible for the reformatting of medical records as funding available or granted by agency.
Minimum Qualifications
Knowledge of accrediting organization standards and state regulations for inpatient psychiatric hospitals (The Joint Commission, CMS, state/federal regulations); knowledge of standard medical terminology, ICD-10 and ICD-11 coding principles and reimbursement requirements, and DSM-5 diagnostic classifications). Knowledge of judicial commitments and hearing process. Experience designing medical record audits and implement quality indicators and participating in performance improvement initiatives. Experience relating to the utilization review process; knowledge of current disease classification systems (see Section 25 for the physical, mental and essential job requirements of this position); knowledge regarding EHR’s.
Additional Considerations
HIPAA Access: Level One
Define: Complete access to all client/patient related PHI.
Utilization of information will be in accordance with HIPAA regulations regarding use limitation, disclosure and requests of PHI.
Special Instructions
You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.
Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact 540-375-4200 for assistance. Minorities, Individuals with disabilities, Veterans, and people with National Service experience are encouraged to apply. EEO/AA/TTY)
Contact Information
Name: Austin Grasty
Phone: 540-375-4368
Email: austin.grasty@dbhds.virginia.gov
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.
Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.