Health Information Manager

About Us

Signature HealthCARE at Colonial Rehab & Wellness Center is a 69-bed facility that offers a wide array of services from short-term rehabilitation to traditional long-term care. Our mission is to revolutionize the healthcare industry through resident-centered care, personalized spirituality, and real quality of life initiatives. We are a family-based healthcare company offering integrated services across multiple states, including skilled nursing, rehabilitation, assisted and memory care, and home-based services supported by telehealth and Care.ai-enabled

solutions.

Assist in maintaining residents’ medical records in accordance with facility policies and with state and federal regulations; serve as the designated Compliance Liaison for the facility.

• Meet the physical and sensory requirements stated below and be able to work in the environment described.
• Exhibit positive customer service both to internal and external customers.
• Identify and participate in process improvement initiatives that improve customer experience, enhance workflow, and/or improve the work environment.
• Other special projects and duties as assigned.

• Manage all aspects of medical records throughout its lifecycle, including admission through discharge, and retention in long-term storage where applicable. Ensure accuracy, timeliness, completeness, security, and regulatory compliance.
• Upload paper-based patient records to the electronic chart promptly upon receipt.
• Maintain organized auxiliary clinical and administrative records in compliance with company retention policy to support legal discovery, reporting, and internal reference.
• Manage long-term storage of paper documents by labeling and preparing files, and sending records to offsite storage, in accordance with retention schedules. Assist in locating information housed in long-term storage and place orders to retrieve requested information as needed.
• Follow up with hospitals and external providers to obtain documentation after transfers or appointments, ensuring timely inclusion in the patient chart.
• Track and follow up on physician visits to ensure regulatory compliance; obtain missing visit notes from providers and escape delays to facility management for resolution.
• Conduct routine audits to verify required documentation; present findings in daily morning meetings, follow up on deficiencies, and integrate results into QAPI reporting.
• Coordinate all record requests by forwarding to facility management within 24 hours of receipt and communicating with requestors as needed.
• Respond to approved medical record requests by retrieving and releasing records in accordance with company policy and confidentiality standards.
• Serve as a subject matter expert for staff and leadership on standards and regulations related to health information management.

• Act as Compliance Liaison for the facility.
• Assist, when requested, in the annual compliance risk assessment process by reminding stakeholders to complete the annual survey.
• Assist, when requested, in the completion of annual compliance education by reminding stakeholders of the due date.
• Assist, when requested, in the periodic distribution of the code of conduct and compliance policies.
• Assist, when requested, in the monthly distribution of compliance newsletter and compliance tips to stakeholders.
• Assist, when requested, in compliance investigations by escalating allegations of violations of the Code of Conduct or policies to the compliance office.
• Function as a communication channel to and from the compliance office and assist compliance officer with addressing compliance questions.

• Associate’s degree or higher in Health Information Management, Healthcare Administration, or related field from an accredited college is required. Extensive experience in Health Information may be considered in lieu of a degree.
• Registered Health Information Technician or Administrator (RHIT or RHIA) credential is preferred.
• Minimum of two years (2) experience in a health care facility required; skilled nursing facility or other long-term…