Occ. Code 3616510

HEALTH INFORMATION MANAGEMENT ADMINISTRATOR 1, GRADE 17                                                                                                         3616510

HEALTH INFORMATION MANAGEMENT ADMINISTRATOR 2, GRADE 19                                                                                                         3616520

HEALTH INFORMATION MANAGEMENT ADMINISTRATOR 3, GRADE 22                                                                                                         3616530

New York State Department of Civil Service

Classification Standard

BRIEF DESCRIPTION OF CLASS SERIES

Health Information Management Administrators plan, implement, and maintain systems for acquiring and preserving individuals’ medical records, which are used for administrative, training, reference, and research purposes at State healthcare and treatment facilities; supervise and train subordinate staff in facility medical records and health information departments; and may participate in the development of computer applications for medical records information. 

These positions are primarily classified in the Office of Mental Health (OMH), the Office for People With Developmental Disabilities (OPWDD), and the Department of Corrections and Community Supervision (DOCCS). 

DISTINGUISHING CHARACTERISTICS

All Health Information Management Administrators perform similar duties regardless of the facility to which a position is assigned.  Incumbents manage the day-to-day operations of a facility’s medical records program and supervise and direct the activities of Health Information Management Technicians 1 and 2 and other support staff engaged in the receipt, review, data entry, maintenance, storage, transfer, and disposal of medical records.  Health Information Management Administrators 1 may also serve as assistants to Health Information Management Administrators 3 in the largest facilities. 

          HEALTH INFORMATION MANAGEMENT ADMINISTRATOR 1: heads the medical records program of a Regional Medical Unit in DOCCS; a co-located children’s psychiatric center; or a Developmental Disabilities State Operations Office (DDSOO) that serves less than 3,000 individuals with developmental disabilities and performs less than 250,000 medical records activities annually. 

          HEALTH INFORMATION MANAGEMENT ADMINISTRATOR 2: heads the medical records program of a free-standing children’s psychiatric center; or a DDSOO that either serves 3,000 – 6,999 individuals with developmental disabilities or performs more than 250,000 medical records activities annually. 

          HEALTH INFORMATION MANAGEMENT ADMINISTRATOR 3: heads the medical records program of a free-standing adult or forensic psychiatric center; or a DDSOO that serves 7,000 or more individuals with developmental disabilities, or serves 3,000 or more individuals with developmental disabilities and performs more than 250,000 medical records activities annually. 

RELATED CLASSES

           Health Information Management Technicians 1 and 2 perform technical activities involved in the maintenance, review, and use of medical records at State healthcare and treatment facilities. 

ILLUSTRATIVE DUTIES

Manages and oversees the day-to-day operations of a facility’s medical records program and health information management services department. 

· Directs, establishes, and plans medical records keeping policy and health information management initiatives in support of facility and agency strategic and program planning.  

· Coordinates, administers, and assists with the implementation of new, automated record-keeping systems; monitors facility and medical record-keeping staff utilization; and recommends systems enhancements to technical staff. 

· Analyzes, monitors, and oversees the review, maintenance, and use of diagnostic and therapeutic medical records for completeness and accuracy to ensure compliance with accreditation, research, and legal requirements.

· Performs privacy and security audits of medical record-keeping systems; and consults with appropriate facility staff for resolution to ensure compliance with local, State, and federal guidelines. 

· Coordinates, oversees, and responds to internal and external requests for protected medical information in accordance with established policy and procedures, and State and federal laws.

· Resolves issues regarding diagnostic codes for laboratory agencies and Medicaid and Medicare reimbursements. 

· Prepares for, coordinates, and participates in regulatory agency surveys of medical records maintenance and use. 

· Works with administrative staff to establish and maintain effective storage and retrieval systems for all medical records; and oversees medical records storage and retention programs to ensure compliance with established policy and procedures. 

• Refers medical records that deviate from established standards to the Utilization Review Committee for further investigation.

Reviews and implements medical records information policy and procedures, and ensures adherence to changing State and federal laws, standards, and regulations by revising and updating health information policy manuals and medical records filing and purging guidelines. 

· Serves as Health Insurance Portability and Accountability Act (HIPAA) liaison to facility staff, external third parties, and outside agencies; coordinates and implements HIPAA privacy regulations; reviews and revises facility policy, procedures, and guidelines regarding protected health information, and disseminates it to facility staff. 

· Provides technical assistance, guidance, and training to facility and clinical staff on medical records policy and procedures, including new Medicaid and Medicare policy, procedures, and regulations; and instructs treatment staff in proper methods of entering observations and progress notes into medical records.

• Provides guidance in the collection and compilation of data from medical records for statistical reports and studies, including official reports to State and federal agencies. 

• Heads or participates on committees concerned with clinical and administrative policies and procedures governing medical records; and addresses issues raised by committees. 

Supervises and provides guidance to subordinate staff; approves leave and tracks time and attendance; completes performance evaluations; and identifies training needs and arranges for the provision of training.

MINIMUM QUALIFICATIONS

HEALTH INFORMATION MANAGEMENT ADMINISTRATOR 1

Open Competitive: current certification by the American Health Information Management Association (AHIMA) as a Registered Health Information Administrator (RHIA), or current certification by AHIMA as a Registered Health Information Technician (RHIT) and two years of post-RHIT health information management experience.

          HEALTH INFORMATION MANAGEMENT ADMINISTRATOR 2

Open Competitive: current certification by AHIMA as an RHIA and one year of post-RHIA health information management experience. 

HEALTH INFORMATION MANAGEMENT ADMINISTRATOR 3

Open Competitive: current certification by AHIMA as an RHIA and two years of post-RHIA health information management experience. 

Date: 12/17

NOTE: Classification Standards illustrate the nature, extent, and scope of duties and responsibilities of the classes they describe.  Standards cannot and do not include all of the work that might be appropriately performed by a class.  The minimum qualifications above are those which were required for appointment at the time the Classification Standard was written.  Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.