Human Services Records Supervisor

J  o  b    D  e  s  c  r  i  p  t  i  o  n

Job Information

Title:

Human Services Records Supervisor

Market Range:

MR17

Approved Date:

11/22/2024 9:42:56 AM

FLSA:

Exempt

EEO Code:

PROFESSIONALS

Career Level:

M1

Career Level Description:

Management Level 1

Job Code:

100444

Job Family:

Public Records

Sub Family:

Deeds & Records Management

Primary Purpose

This highly visible management position is responsible for directing and providing key leadership to the consolidated Health and Human Services Consumer Record Department. The types of records include Physical Health, Social Services, and historical Behavioral Health records.  This position works directly with executive management staff to ensure consistency in planning, evaluating, implementing and the delivering timely and efficient services to the people we serve. Oversees the Consumer Records unit's operations to ensure enterprise data integrity and privacy.  Provides leadership throughout the Health and Human Services agency related to record retention and destruction, privacy, and documentation guidelines.

•

Directs, oversees, and evaluates daily operational tasks, including but not limited to personnel issues, resource identification and allocation (including resource maximization), and business process determination and implementation.

1

20%

•

Ensures subpoenas, Court Orders, and other releases related to Wake County Health and Human Services consumers information are released timely and appropriately and represents the agency in cases involving subpoenas of Child Protective Services (CPS) or clinical records, jurisprudence, and laws of the State governing the use of social and clinical records in court actions.

2

20%

•

Maintains a superior knowledge of local, state and federal requirements as it relates to the handling of consumer information.  Represent the department (and often the agency) related to HIPAA-related issues/requirements.

3

15%

•

Creates, implements, and maintains policies, procedures, productivity standard and quality assurance measures for the Consumer Records unit.

4

15%

•

Evaluates current services (type, level, and impact), performs needs assessments, and initiates strategic planning and implementation to ensure departmental outcomes are met in support of agency outcomes, and determines short and long - range goals/work plans.  This requires an excellent understanding of services outside of the department to determine support needs.

5

10%

•

Identifies, plans for, and implements measures to keep the department fully operations, while making allowances for increases in workloads, and shifts in the business.  This includes any changes in staffing patterns needed to achieve departmental outcomes.

6

10%

•

Identifies, plans for, and implements training needed for staff as it relates to processing consumer information.

7

10%

Position(s) may perform other duties in addition to the above as assigned by management.

*IMPORTANT* In the event of an emergency, as determined by the County Manager or designee, participation in preparedness and response operations should be expected. Employee may be required to fill a temporary assignment in a role different from standard duties, work hours and/or work location in preparation for, during and after the emergency. Employee may also be required to participate in relevant exercises and regular preparedness training.

Career Level Dimensions

Career Level:

M1

Career Level Description:

Management Level 1

•

Plans and establishes operational objectives for a team of support employees within a Work Group.

•

Typically does not have budget accountability but may manage day-to-day elements of the budget (e.g., overtime for staff).

•

Responsible for making basic improvements to processes, systems or standards to enhance performance of the Work Group or team.

•

Communicates within and outside the Work Group.

•

Explains policies, practices, and procedures and may justify and gain cooperation of other parties.

•

Supervises support roles. Leads, directs and reviews the work of team members in order to accomplish operational plans and results.

•

Has hiring, firing, promotion, performance and rewards decisions for direct reports.

•

Understands basic management approaches such as work scheduling, prioritizing, coaching and process execution. Typically requires advanced knowledge of job area typically obtained through advanced experience.

Qualifications

•

Associate's degree in Business Administration or related field

•

Five years of experience in records management

•

Equivalent education and experience are accepted

•

5 Years

Supervisory

•

RHIT - Registered Health Information Technician

Or

•

RHIA - Registered Health Information Administrator

•

Ability to quickly learn electronic applications and databases as a power user/administrator and support others in gaining those skills.  Strong organizational ability, project management skills and verbal/written communication skills.  Strong internal and external customer relations, collaboration and communication.

•

Ability to monitor/assess performance of oneself, other individuals, or organizations to make improvements or take corrective action.

•

Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

•

Knowledge of administrative and clerical procedures and systems such as work processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

•

Ability to manage one's own time and the time of others.

•

Thorough knowledge of Departmental rules, regulations and organizational culture

•

Considerable knowledge of office procedures, organizational hierarchy and quality assurance to assure adherence to set procedures and guidelines

•

Ability to consider the relative costs and benefits of potential actions to choose the most appropriate one

•

Considerable specialized program knowledge and judgment

•

Thorough knowledge of state and federal laws and regulations applicable to the area of employment.

An individual must be able to perform each essential duty satisfactorily to perform this job successfully. The requirements listed above 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.

Competencies

Adaptability & Flexibility

Changes behavioral style or method of approach when necessary to achieve a goal; adjusts style as appropriate to the needs of the situation. Responds to change with a positive attitude and a willingness to learn new ways to accomplish work activities and objectives.

Communication

Creates an atmosphere in which timely and high-quality information flows smoothly up and down, inside and outside of the organization; encourages open expression of ideas and opinions.

Analysis

Examines data to grasp issues, draw conclusions, and solve problems.

Consulting

Applies knowledge of policies and procedures in the area of work to advise others across the organization on critical issues.

Problem Solving

Builds a logical approach to address problems or opportunities or manage the situation at hand by drawing on one's knowledge and experience base, and calling on other references and resources as necessary.

Professionalism

Thinks carefully about the likely effects on others of one's words, actions, appearance, and mode of behavior. Selects the words or actions most likely to have the desired effect on the individual or group in question. Maintains calmness in stressful or adverse situations. Diplomatically handles challenging or tense interpersonal situations.

Coaching & Mentoring

Works to improve and reinforce performance of others. Facilitates their skill development by providing clear, behaviorally specific performance feedback, and making or eliciting specific suggestions for improvement in a manner that builds confidence and maintains self-esteem.

Team Leadership

Willingly cooperates and works collaboratively toward solutions that generally benefit all involved parties; works cooperatively with others to accomplish organizational objectives. Manages staff in ways that improve their ability to succeed on the job.

Influence

Asserts own ideas and persuades others, gaining support and commitment from others; mobilizes people to take action, using creative approaches to motivate others to meet organizational goals.

Relationship Building

Builds constructive working relationships characterized by a high level of acceptance, cooperation, and mutual respect.

Technology Management

Keeps up-to-date on technological developments. Makes effective use of technology to achieve results. Ensures access to and security of technology systems.

Integrity

Act with honesty, transparency and respect in our interactions with co-workers and those we serve. Adhere, without exception, to laws, policies, procedures and professional standards.

Accountability

Establish high-quality standards for work. Add value. Measure results and hold self and others accountable for making progress toward desired outcomes. Take a logical and data-driven approach to decision-making.

Diversity

Believe that different backgrounds and experiences strengthen the organization and produce better results. Value inclusion across race, gender, age, religion, identity and experience, and strive to reflect in our workforce the diversity of our community.

Collaboration

Foster a work culture in which different ideas and opinions are encouraged and expected. Listen carefully and speak thoughtfully. Work together toward shared goals with mutual respect and cooperation.

Continuous Improvement

Continuously improve work processes and products. Provide a safe environment to be innovative and creative and try new things. When things don't go as planned, use it as an opportunity to learn, regroup and begin again. Provide time and resources for individuals to grow and develop both personally and professionally.

Wellness

Take proactive steps to be physically fit and healthy, emotionally strong, financially secure and socially fulfilled, while inspiring and empowering others to do the same.

Service Orientation

Commit to making a difference within the community. Actively engage in and enjoy our work. Deliver services that exceed expectations, with courtesy, politeness and sensitivity to the experiences, concerns and feelings of all co-workers and customers.

ADA Checklist

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

Standard ADA Selection:

Office Environment

Standing

X

Walking

X

Sitting

X

Lifting/Carrying 0-10 pounds

X

Lifting/Carrying 10-20 pounds

X

Lifting/Carrying 20-50 pounds

X

Lifting/Carrying 50-100 pounds

X

Pushing

X

Pulling

X

Climbing

X

Balancing

X

Stooping

X

Kneeling

X

Crouching

X

Crawling

X

Reaching

X

Handling

X

Grasping

X

Fingering

X

Feeling

X

Talking

X

Hearing

X

Visual Perception

X

Repetitive Motions

X

Eye/Hand/Foot Coordination

X

Memorization/Concentration

X

Learning/Knowledge Retention

X

Preparing/Analyzing Numerical Figures

X

Use of Interfaced Commmunication Devices (Phone, Computer, Radio etc.)

X

Analyzing/Examining/Testing Data

X

Emotional/Behavioral Self-Regulation

X

Interacting with Others

X

Comprehension

X

Organization

X

Decision Making

X

Comprehension

Understand complex problems and collaborate to explore alternative solutions

Organization

Organize and prioritize the work schedules of others to manage multiple tasks and/or projects

Decision Making

Make decisions that have significant impact on a department's credibility, operations and/or services

Communication

Communicate in-depth information for the purpose of interpreting and/or negotiating

Extreme cold

X

Extreme heat

X

Humid

X

Wet

X

Noise

X

Hazards

X

Temperature Change

X

Atmospheric Conditions

X

Vibration

X

Computers/Monitors

X