Program Manager (Medical Records Forms Management / HIM) HYBRID

Job Summary

Plans, develops, and executes ongoing program(s) that impacts a significant segment of the organization under occasional guidance.

Key Responsibilities

• Oversees the creation, coordination, and execution of the program.
• Provides training and guidance for individuals supporting the program.
• Promotes growth and expansion of the program.
• The responsibilities listed are a general overview of the position and additional duties may be assigned.

Core Accountabilities

• Organizational Impact: Executes job responsibilities with the understanding of how output would affect, and impact other areas related to own job area/team with occasional guidance.
• Problem Solving/ Complexity of work: Analyzes moderately complex problems using technical experience and judgment.
• Breadth of Knowledge: Has expanded knowledge gained through experience within a professional area.
• Team Interaction: Provides informal guidance and support to team members.

CHIM Job Responsibilities

• Forms Processing
  • Perform intake tasks associated with requests for new forms, or those forms that need updates or revisions, including retrieving requests from submission site, logging requests in database, downloading submitted forms, and organizing requests
  • Communicate with requestor regarding submission and approval/non-approval of forms
  • Determine doc type (and descriptor, if applicable) to be used when indexing forms into Document Management System (DMS) or EMR
• Form Building
  • Create new forms and perform updates and revisions to existing forms in a timely manner
  • Design form in Word format to facilitate processing in the forms publisher
  • Process and publish form in forms repository
  • Maintain quality control to ensure product published meets standards
  • Publish forms to auxiliary clinical forms repository as needed
• Meeting Coordination
  • Prepare agenda and forms to be reviewed during committee meetings
  • Document meeting minutes from forms committee meetings
  • Coordinate scheduling of forms committee meetings
  • Lead meeting and facilitate discussion regarding forms being presented
  • Attend meetings and perform follow-up as indicated from meeting discussion or decisions
  • Communicate with customers and track the progress of forms that require additional review by the committee
  • Research forms to further understand the request, in order to be able to provide information or insights regarding the form to the committee

• Communication and Customer Service
  • Provide communication to customers and colleagues as needed
  • Advise customers when forms have been approved and/or published
  • Review and respond timely to emails received regarding forms management
  • Monitor and respond to Pegasus ticket requests
  • Assist with providing feedback to customers when incorrect forms are utilized
• Quality
  • Participate in workgroups evaluating scanning and use of forms/doc types in operational areas
  • Conduct research as needed regarding use of forms and doc types used during scanning/indexing process into DMS or EMR
  • Collect data regarding errors found during research; work with CHIM and HealthIT colleagues to address with users or areas/units/clinics/departments
  • Provide education as needed to users who have repeated errors with forms or doc type usage
  • Collaborate with colleagues to determine correct doc type to use when indexing approved or external forms into DMS or EMR
  • Ensure published forms are evaluated on a triennial basis for usage, necessary revisions, applicability, and if needed, removal from the forms' repository. Create and maintain documentation of the review process and each form's disposition.
  • Remove duplicate forms in forms repository
  • Update and make changes to forms as needed
  • Ensure consistency with regard to form standards (headers, footers, margins, form identification, etc.)
  • Identify issues with incorrect form usage and determine solutions
• Form Needs Assessment--Acquisitions
  • Determine form needs for new or acquired clinics or hospitals in collaboration with clinical areas and HealthIT
  • Understand current forms workflows at acquisition site
  • Evaluate continued use of existing forms with implementation of VUMC EMR
  • Prepare crosswalk for existing forms and how they align with new forms/VUMC EMR documentation workflows that will be utilized

Ideal candidate will possess the following skills:

• Strong computer skills, including Microsoft Word and file management
• Graphic Design background
• Medical Record knowledge/experience
• Demonstration of critical thinking skills
• Excellent communication and customer service abilities
• Meeting and time management
• Detail oriented