Marin Community Clinics, founded in 1972, is today, a multi-clinic network with a wide array of integrated primary care, dental, behavioral, specialty and referral services. As a Federally Qualified Health Center (FQHC), we provide vital health services to almost 40,000 individuals annually in Marin County. The Clinics regularly receive national awards from the Health Resources and Services Administrations (HRSA). Our Mission is to promote health and wellness through excellent, compassionate care for all.

The Health Information Management Systems (HIMS) Supervisor oversees the performance, workflow and quality of the HIMS staff. The Supervisor is responsible for the quality, efficiency, training, and overall employee and patient satisfaction.  The Supervisor will enforce MCC policies, procedures and guidelines as they pertain to the staff and workflow in the Central HIMS location and Clinic HIMS locations. 

• Monitors all aspects of job-related responsibilities and workflow by continuously assessing performance and competency of staff by ensuring completion of individual HIMS Technician tasks.
• Coordinates meetings, schedules ongoing training and compliance in conjunction with the Support Services Director.
• Builds a collaborative relationship with Clinic Operations Teams.
• Liaises between MCC and third-party platforms such as Smartflier, OnBase, and Epic Support Services.
• Communicates effectively with staff at all times by keeping staff informed of changes affecting the department to ensure departmental efficiency.
• Responsible for staff conflict resolution and disciplinary actions in collaboration with the Human Resources (HR) Department.
• Trains new and existing HIMS staff on policies, procedures, and operational workflows.
• Reviews and revises the HIMS Manual / policies and procedures in conjunction with the Privacy Officer.
• Reports on staff and clinic-wide production in relation to HIMS.
• Provides input in the development and maintenance of the Electronic Health Record (EHR) and EDR systems in regards to HIMS activity.
• Performs quality control inspections regularly to ensure image quality and correct indexing location.
• Ensures that medical records release requests are performed in a timely manner and in accordance with HIPAA regulations.
• Ensures that paper and electronic faxes are filtered, distributed, or scanned as necessary.
• Closes electronic orders and updates Health Maintenance protocols based on documentation received within the clinic.
• Re-files and/or rescans documents as requested per the clinical and business staff.
• Protects the security of medical records to ensure that confidentiality is maintained.
• Care Team Responsibilities as outlined in the Care Team Patient Centered Medical Home procedures.
• Maintains appropriate staff levels and participates in recruitment. This includes working collaboratively with HR Recruiters and may involve dispositioning candidates utilizing our electronic platform ATS (iCIMS), interviewing, and checking references.
• Onboards, trains, and supports continued development of staff.
• Manages employee performance, effectively communicates expectations and goals, and provides performance feedback and evaluation in a thorough and timely manner.
• Completes time and attendance requirements for the team, approves timesheets, time-off requests, and ensures accurate and timely completion for payroll.
• Ensures a safe, secure, and ethical work environment by upholding MCC’s policies and procedures.
• Monitors compliance with local, state, and federal regulations related to medical records management, including audit readiness.
• Coordinates with the Quality Improvement and Risk teams to support chart audits, regulatory reporting, and process improvement initiatives.
• Supports implementation of new systems or upgrades related to document imaging, indexing, and EHR workflow.
• Provides cross-functional support to clinic teams regarding best practices in documentation, release of information, and health information requests.
• Other duties as assigned by Supervisor

Education and Experience:

• College degree preferred.
• High School Diploma or equivalent (GED) required.
• Health Information Management Certificate strongly preferred
• 3+ years of experience in medical records/helthacare clinical environment.
• 2+ years of superviosry experinece highly desired.
• Experience with EPIC Electronic Health Records preferred.

Required Skills and Abilities:

• Ability to use Microsoft Office.
• Must be able to effectively use a computer.
• Must be able to effectively communicate in English both verbally and in writing.
• Excellent teamwork and customer service skills.
• Must have high attention to detail and the ability to identify errors and correct them.
• High level of initiative and ability to follow through on assignments.
• Ability to recognize problems and seek help when necessary.
• Ability to organize and prioritize duties, projects, assignments and deadlines as required.
• Must be willing to spend long hours at desk station looking at computer screen.
• Must be able to work well independently and/or in groups.
• Must have reliable transportation.

Physical Requirements and Working Conditions:

• Prolonged periods of sitting at a desk and working on a computer.
• Use of mouse, keyboard and headset.
• Moderate to loud noise and intermittent interruptions.
• Must be able to lift up to 15 pounds at times.