Medical Records & Report Supervisor

Role Overview

This position entails managing all operations related to medical records and reports, encompassing creation, management, preservation of files, clinical coding, discharge summary finalization, file retrieval, confidentiality, issuance of medical reports, collaboration with physicians, and scheduling a round-the-clock team.

Key Responsibilities

• Ensure the highest standards of medical treatment, compassion, and understanding are provided to every patient in the hospital and clinics.
• Design, implement, and maintain a medical record system that aligns with hospital objectives and complies with CBAHI and JCIA standards.
• Compile and analyze technical reports regarding work volume, procedures used, and services delivered within Medical Records and Reports; provide insights on trends and recommendations.
• Enforce policies and procedures for handling medical records and report processing for outpatient and inpatient services, ensuring compliance with JCIA and CBAHI standards.
• Maintain adequate inventory of materials and equipment, adhering to budgetary guidelines to support departmental operations.
• Implement quality assurance and safety measures to meet internal and external regulatory requirements.
• Train, supervise, and assess Medical Record Technicians; develop performance standards; schedule tasks and deliver technical support when needed.
• Oversee the organization and functionality of medical records and reports, adapting to new technologies such as computerized systems.
• Develop and conduct staff education for orientation, skill upgrades, procedural updates, and new techniques; manage leave and training requests.
• Support medical staff compliance with JCIA and CBAHI medical record review requirements.
• Provide data and assist physicians in research activities.
• Make recommendations about personnel employment, promotion, or release.
• Collaborate with other hospital departments to resolve issues and ensure smooth operations.
• Submit monthly and additional reports to hospital administration; provide healthcare statistics on a monthly, quarterly, semi-annual, and annual basis.
• Uphold the Medical Records code of ethics and perform duties within competency limits.

Reporting and Supervision

• Reports to the Director of Health Information Management.
• Directly supervises assistants, clerks, encoders, and orderlies.

Professional Qualifications

• Education: Bachelor's degree in Medical Record Science or a bachelor's/postgraduate degree with a diploma in Medical Record Technology.
• Experience: Minimum of 7 years in a supervisory role within a 350-bed hospital and at least 5 years as a Medical Record Supervisor in a large medical or teaching hospital.
• Skills & Competencies: Proficiency in written and spoken English is essential. Comprehensive knowledge of medical documentation, medical terminology, anatomy, pathology, and healthcare statistics is required. Thorough understanding of medical records operational guidelines and principles, along with the ability to interpret varied documentation and diagnostic reports. Capable of operating computerized patient information systems and personal computers. Demonstrates professionalism and excellent interpersonal communication capabilities.