Aurora Mental Health & Recovery (AMHR) is seeking a full-time Health Information Systems Manager to lead the operations of our Health Information Systems team. This role involves overseeing compliance, disclosures, preparation, consulting, reporting, and the storage, maintenance, and retrieval of patient medical records in a timely and cost-effective manner. Additionally, the manager serves as the Custodian of Records for AMHR and leads the Forms Committee, which is responsible for the creation, review, revision, and translation of all internal client-facing forms. The ideal candidate will have an RHIT/RHIA certification, a solid background in clinical records management, and in-depth knowledge of HIPAA and 42 CFR Part 2 regulations. This person must be flexible, adept at managing multiple direct reports across two locations, and capable of collaborating effectively with both internal and external customers.

Salary for this role. Starting wage is based on experience and company equity. Paid bi-weekly.
• $55,104.78 to $96,923.53

Schedule. This position will work Monday - Friday, 8:00 am - 5:00 pm, and is eligible for a hybrid model which allows for a mix of remote and in-office work, with an expectation of being in the office two days per week and working from home three days. This schedule may be adjusted based on training and department needs.

About The Team.

The Clinical Records team handles all requests for records or amendments, processes subpoenas, and researches and resolves potential duplicate client IDs (CIDs). Meanwhile, the Scanning team reviews records to determine their status, logs them for scanning, prepares them for digital storage, and manages the destruction of paper clinical records. The ideal candidate will have strong attention to detail, excellent communication skills, and the ability to prioritize multiple objectives effectively in a dynamic environment.

Essential Functions
• Manager Accountabilities: Lead employees, maintaining team focus and direction. Hire, provide performance feedback and coaching, and fire employees in accordance with organization guidance. Communicate with external stakeholders related to team accountability. Cascade information from sr. leadership to lower levels in alignment with organization strategy and goals. Design and implement effective group and intergroup work and communication expectations. Define and monitor group-level performance indicators. Diagnose and resolve problems within and among work groups.
• Provide oversight, instruction, and assistance in responding to record requests and disclosing information that may apply to specific laws.
• Serve as Custodian of Records, receive and log all subpoenas for the center and subsidiaries, distribute as appropriate and respond to all subpoenas to produce records.
• Serve as organization-wide coordinator for records stored offsite with vendor – work with departments to prepare records to move offsite, maintain inventory of boxes, coordinate boxes sent to or retrieved from vendor, oversee annual destruction process.
• Adhere to the policy and procedures to uphold the lifecycle of the medical record, in paper and electronic formats from creation through distribution, processing, organization, storage, retrieval and disposition.
• Identify and document procedures that require improvement, updates/revisions, and decision-making regarding program needs, requirements, and development.
• Review the legal components of medical record requests, ensuring that release of information activities are accurate and complete.
• Monitor, research and resolve all client identify issues (potential duplicate CIDs).
• Review documents and forms received for scanning for the content, format, and approved placement into the legal medical record. Apply document management procedures to identify what records are included in the organization's content of record standards.
• Act as an ongoing resource to internal staff in locating records, documents, and managing information requests.
• Ensures staff are trained and knowledgeable on compliance, regulatory requirements or procedural issues regarding the medical record or electronic medical record. Provide guidance to staff in responding to unique legal and regulatory requests.
• Interact with staff and programs – managers, clinical staff, financial, administrative, and information systems in program and project planning decision making and everyday operations that impact the maintenance of the medical record.
• Independently, or in collaboration with other leadership, develops and implements procedures to optimize HIM Operations. Documents new or revised procedures and ensures staff and other departments are aware of, and properly trained in, all procedures.
• Collaborate with quality/compliance department for internal and external record reviews/audits as requested. Facilitate the preparation of records in conjunction with the specific request per payors, compliance, or quality regulatory requirements.

Qualifications

Requirements:
• Associate level degree is required.
• Preferred: Bachelor's degree.
• Three to five years' experience in Health Information management is required.
• HIM Credential (RHIT, RHIA) is required.
• Preferred: experience in a behavioral health setting.
• Preferred: one year of leadership experience.
• Demonstrated knowledge of records management.
• Comprehensive knowledge of the life cycle of clinical records in paper and electronic formats – creation through distribution, processing, organization, storage, retrieval, and disposition.
• Comprehensive knowledge of state and federal laws regarding the disclosure of protected health information –HIPAA, 42 CFR Part 2, Laura Hershey Act, subpoenas and court orders, Worker’s Comp.
• Comprehensive knowledge of standards relative to clinical documentation, including CMS requirements.
• Comprehensive knowledge of regulatory requirements and the ability to provide documentation of such requirements when needed.
• Ability to review patient records against established documentation standards.
• Excellent written and verbal communication skills.
• Ability to work with interdisciplinary groups of all levels including senior leadership.
• Proficient with electronic health records, SmartCare preferred.
• Proficient in MS Office Suite, including Access.

Required Vaccination.

AMHR has prioritized the health and safety of our clients and staff and requires all employees to receive an annual influenza (flu) shot prior to their first day of hire. Proof of the flu shot will be required upon your first day of employment. Medical and religious exemptions may be requested.

Benefits
• Health insurance: Kaiser
• Dental, vision, and flexible spending accounts (dependent care & health care)
• Company paid basic life and AD&D insurance
• Long-term disability coverage*
• 403(b) retirement plan which provides 100% vesting immediately, and matching contributions up to 4% after one year of employment
• Accrued Vacation pay up to 12 days and accrued Sick Pay up to 12 days per year, plus 10 Paid Company Holidays, and 2 floating holidays (hours calculated pro-rata basis based on full-time equivalency)
• Employee Assistance Program
• Voluntary term life insurance
• Short term disability*
• Eligible for benefit if working 30 hours per week or more

Our Mission, Vision and Core Values.

Mission: Deeply rooted in our diverse community, we deliver state-of-the-art care and meaningful outcomes that impact emotional well-being and addiction recovery.

Vision: To foster hope and healing through compassionate, quality care.

Core Values: Passionate caring; Rising to the challenge; Honoring and respecting all persons; Believing in resilience; Putting clients and community first; Commitment to collaboration and teamwork

We are an Equal Opportunity Employer.

Aurora Mental Health & Recovery and subsidiaries (AMHR) are dedicated to the principles of equal employment opportunity. We prohibit unlawful discrimination against applicants or employees on the basis of age 40 and over, race (including traits historically associated with race, such as hair texture and length, protective hairstyles), sex, ****** orientation, gender identity, gender expression, color, religion, national origin, disability, military status, genetic information, or any other status protected by applicable state or local law. We do not tolerate discrimination in any form or context including harassment or exclusion.

Diversity Statement.

We are committed to the values of diversity, equity, and inclusion, and strive to ensure that it is interwoven into the fabric of our organization. We support and nourish an inclusive and welcoming environment for employees from diverse backgrounds.