Medical Records Director

The Medical Records Director oversees the end-to-end medical records process across multiple service lines, ensuring timely, accurate documentation within the electronic health record to support payer requirements and regulatory compliance within multiple states. This role leads a multi-disciplinary team responsible for collecting, reviewing, approving, and managing clinical documentation that supports billable claims in home health and hospice services. In collaboration with cross-functional teams, the Director interprets state and federal regulations, establishes standards, and drives process improvements to maintain compliance and enhance operational efficiency. This position directly impacts patient satisfaction, care quality, and financial performance, while supporting the organization’s mission to deliver compassionate, high-quality care.

Responsibilities:

•Leads, selects, and directs the Records teams to ensure quality home health and hospice services and to meet agency growth objectives

•Manages incoming volume of documents to oversee the priority of entry to ensure appropriate indexing for patient care as well as timely and accurate completion of workflow

•Accountable for the Records Department to complete coordination of health care services and ancillary services through accurate and timely processing of signed physician orders, signed Face to Face forms, and completed workflow including collection and interpretation of documents

•Oversight of the physician database in electronic medical record system including physician licensure and PECOS status

•Collaborate with team and other departments to troubleshoot and resolve documentation questions, issues and gaps

•Communicate with referring providers and physicians to troubleshoot and resolve documentation questions, issues and gaps

•Ensure CMS requirements are sufficiently met by existing documentation

•Accountable for execution of department processes, protocols and outcomes in accordance with agency protocol and Medicare/local, state and federal regulations

•Provides oversight for department record keeping, audits, budget and reports

•Communicate with clients to discuss services and respond to patient inquiries or concerns

•Develops objectives and long-range plans for employee and department growth to ensure goal alignment with ASHN and provides timely feedback regarding related performance

•Complies with all PHI and HIPAA regulations as it relates to releasing and retaining medical records to other medical providers, patients and insurance companies

•Ensures external audit requests are completed timely and within both process and regulations

•Collaborates with all other departments and teams as needed to produce desired results

•Attends in-service trainings, mandatory company meetings as required

•Performs special projects and other duties as assigned

Management Responsibilities:

•Interviews, selects, and onboards supervisors, preceptors, records collection specialists and indexing specialists; provides training and orientation within areas of responsibility

•Oversees the integrity and management of client records across all branches and all service lines, ensuring clear and consistent communication of expectations

•Leads employee relations efforts, delivering coaching, support, and corrective action tailored to each employee's skills and business need

•Partners with the Vice President, Revenue Cycle to define and implement department goals and performance initiatives

Qualifications:

•Associate degree with 5+ years of industry experience or a combination thereof

•5+ years of management experience

•Knowledge and comfort in the use of electronic medical records

•Proficiency in Outlook, Adobe, EXCEL, and WORD is essential

•Knowledge of best practice of Homecare and Hospice relations and experience with multiple sites preferred

•Knowledge of HIPAA and compliance rules are required

•Possesses strong critical thinking and problem-solving skills and demonstrated effective verbal and written communication skills