Program Manager (Medical Records Forms Management / HIM) HYBRID
Location: Nashville, Tennessee
Internal Number: 2210757
Program Manager (Medical Records Forms Management / HIM) HYBRID
Plans, develops, and executes ongoing program(s) that impacts a significant segment of the organization under occasional guidance.
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.
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
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
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
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
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
Vanderbilt University Medical Center is home to Vanderbilt University Hospital, The Monroe Carell Jr. Children’s Hospital at Vanderbilt, the Vanderbilt Psychiatric Hospital and the Vanderbilt Stallworth Rehabilitation Hospital. These hospitals experienced more than 61,000 inpatient admissions during fiscal year 2015. Vanderbilt’s adult and pediatric clinics treated nearly 2 million patients during this same period. Vanderbilt University Hospital and the Monroe Carell Jr. Children’s Hospital at Vanderbilt are recognized again this year by U.S. News & World Report’s Best Hospitals as among the nation’s best with 18 nationally ranked specialties. Vanderbilt University Medical Center is world renowned because of the innovation, work ethic and collegiality of its employees. From our health care advances to our compassionate care, Vanderbilt owes its accomplishments and reputation to staff and faculty who bring skill and drive and innovation to the medical center day after day. World-leading academic departments and comprehensive centers of excellence pursue scientific discoveries and transformational educational and clinical advances across the entire spectrum of health and disease.As t...he largest employer in middle Tennessee, we welcome those who are interested in ongoing development in a caring, culturally sensitive and professional atmosphere. Most of us spend so much of our lives at work, we want to be part of maintaining a workplace in which people support one another and encourage reaching for excellence. Many high-achieving employees stay at Vanderbilt because of the professional growth they experience and because of their appreciation of Vanderbilt’s benefits, public events and discussions, athletic opportunities, beautiful setting and, above all, sense of community and purpose.Vanderbilt and its employees share a set of mutual expectations that have been created with productivity, legality, fairness and safety always in mind. We believe that our investment in training and compensating employees multiplies in value when we enable individuals to deliver their best performance for the benefit of us all.