Manager of Medical Records & Service Coordination

Job Classification: Manager of Medical Records & Service Coordination

Summary: This position serves as a member of the operations and clinical leadership team in the Heartland Health Outreach’s FQHC. Provides direct supervision to staff providing enabling services, supports program development, manages established relationships with external providers, and manages expansion of enabling services into new clinical sites throughout the Chicago area.

Individual accountabilities and work volume will be established through the development of annual Success Objectives, within the framework outlined below.

Essential Duties and Responsibilities:

  • Provide leadership coverage and support to the FQHC in concert with leadership team
  • Directly supervise and support enabling service staff in the FQHC including Specialty Referral Program, Care Coordination Program, and Medical Records.
  • In concert with the care coordination team in the FQHC, will develop, implement, and monitor performance relative to the efficiency, productivity, and clinical standards for Specialty Referral System, Medical Records Department, and Care Coordination Programming
  • Review quality and data reporting to guide adaptation of service delivery to meet emerging program needs.
  • Develop strategies focused on acquisition and rentention of patients in need of health and social services through optimizing internal enabling services and and by developing and managing relationships with external organizations.
  • Assume responsibility for the accuracy, content, and timeliness of reports, projects, schedules, and other relevant work products, as assigned.
  • Solve problems and manage daily program operations to ensure optimal participant care, workflow efficiency and health outcomes.
  • Develop and implement training programs for new and existing staff
  • Manage direct report staffing patterns to optimize productivity.
  • Interview, hire, evaluate, discipline, terminate, and be responsible for relevant employment transactions.
  • Facilitate staff meetings and participate in management meetings.
  • Collaborate with other members of the management staff to assist in the development of strategic planning and adaptations to service delivery modalities.
  • Adhere to professional standards as outlined by governmental bodies and relevant associations and private funding sources. Assist in the development of organization plans/policies related to professional standards. Provide evaluative reviews and training to ensure that staff understands and adheres to such standards.
  • Participate in budget discussions and provide data to support budgetary decisions that affect program sustainability and growth.
  • Identify areas for program growth.
  • Initiate requests for supervision, interim evaluation and goal setting.
  • Remain current in the field of service provided by the program through self-initiated avenues.
  • Conduct and facilitate program sponsored in-service trainings.
  • Adhere to ethical and professional standards.
  • Other duties may be assigned.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Education and/or Experience: Preferred education includes:
  • Masters degree plus 2 years of relevant clinical or leadership experience;
  • Nursing degree, plus 2 years of relevant clinical and leadership, leadership experience
  • Bachelor’s degree in relevant field, plus 5 years of experience in ambulatory care , and relative leadership experience
  • Electronic Medical Records experience preferred
  • or substantial experience in a relevant leadership role for programs providing patient care services for 5 years or more;
  • Language Skills: Fluency in another language is desirable.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Frequently required to sit, stand, and walk.
  • Occasionally required to stoop, kneel, climb, and/or crawl
  • Ability to lift up to 25 lbs.
  • Frequently required to use hands to key, handle, and/or feel.
  • Unrestricted ability to provide physical restraint.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • May be exposed to air-and/or blood born pathogens.

Heartland Alliance makes all hiring and employment decisions without regard to race, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, physical or mental disability, sexual orientation, sexual identity, immigrant status, political affiliation or belief, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the Organization’s AIDS Policy Statement of September, 1987. Individuals with disabilities requiring accommodation should contact the Employee Services Office at (312) 660-1431.

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