Health Information Records Administration Supervisor-Closes 11/26/2025

Opening Date: 11/12/2025

Closing Date:  11/26/2025

Job Title: Health Information Records Administration Supervisor

Salary/Wage: $41.60/hr Full/Time, Exempt

Tribal Level TL 125.1

Location: Siletz, Oregon

Classification: Full-Time, Exempt 

Job Posting Number: 3711186

This position provides daily supervision of the Medical Support department including reception/scheduling, patient registration and medical records of the Siletz Community Health Clinic. This position also co-facilitates all outgoing medical records and ensure Healthcare Insurance Portability and Accountability Act (HIPAA) compliance with HHS and state´s regulatory requirements.  

DUTIES:

Health Information

• Copies, mails, and/or faxes patient chart information as requested and authorized, documenting all processes.
• Monitor and ensure accuracy/completeness of scanned documentation by medical staff.
• Assists in preparing and filing all internal and external correspondence and medical reports into patients' electronic medical record according to filing system.
• Assists in purging deceased and inactive charts as scheduled and according to guidelines.
• Sends outgoing faxes and distributes incoming faxes.
• Ensures all outpatient and inpatient records are processed for timely and accurate chart completion. Works with the Medical Staff in matters of chart completion and documentation.  
• Perform record analysis to ensure their accuracy and completeness; monitor and ensure accuracy/completeness of scanned documentation by medical staff.
• Maintains programs and records in good order, as required for efficient and effective operations. Calculates, tracks, and analyzes a variety of statistics; conducts routine audits; generates timely, accurate and useful reports.
• As part of a team, develop and implement policies and procedures to process medico-legal documents and insurance and correspondence requests, and to document, store, and retrieve medical records information conforming to applicable statutes.
• Provide back-up support to Patient Care Coordinators.
• Other duties as assigned.
• Provide daily support and leadership to the Medical Support Department.  
• Coordinate work schedules and sequence of operations for the medical support staff, and maintain a procedure manual of activities in accordance with general schedules, priorities, and requirements. Assure staff are available during all hours clinic is open.
• Train and cross-train medical support staff in proper medical office procedures and responsibilities through individual and in-service sessions.
• Complete quarterly report for medical support.
• Maintain an inventory of supplies for medical support.

REQUIREMENTS:

Registered Health Information Technician required AND a Bachelor's degree in a Health related field, and three years of experience in a medical office setting. -OR- Registered Health Information Technician required AND An Associate's degree and four years of experience in the maintenance and operation of a medical records unit, patient registration/benefits coordination, and reception/scheduling.  

Knowledge of:

• Recognized reference standards, medical and legal requirements, and regulatory and accrediting agency requirements to perform medical record analysis, release of information, and evaluate the adequacy of the medical records program, and to ensure secure, accurate, and reliable patient information management that complies with data and privacy regulations. HIPAA privacy, security rules and the solutions of a HIPAA compliance program
• Medical terminology, anatomy and physiology, a practical knowledge of medical procedures and diagnosis (required), and insurance terminology, (preferred) 
• The basic functions, responsibilities, and relationships of the various areas within the medical support unit to assess and correlate data, verify information and assist patients with obtaining full benefits of available third party resources, preferred.

Experience in:

• Supervisory experience, required.
• Records management of medical/sensitive documents.

HIPAA Compliance in HHS and with the state´s regulatory requirements.

Ability to:

• Demonstrate competent computer skills with specific experience with NextGen, preferred.
• Apply established principles, concepts, and techniques of healthcare information management to perform recurring medical record administration assignments of a procedural and factual nature for which there are standard methods and practices.  
• Work with a wide variety of people, and good oral and written communication skills, using tact and diplomacy.
• Monitor activities, identify and analyze problems and propose and implement improvements.
• Promote teamwork.   
• Plan, organize, train, and supervise work activities.
• Grows staff in good customer relations that promote positive interactions with patients

Apply principles of culture sensitivity. Apply a HIPAA Compliance system to prioritize efforts towards compliance coordinated across the organization.