Area Manager Release of Information - Medical Records

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IOD Incorporated, a leader in release of information for medical records, is seeking an Area Manager to join our team!  This position will be reporting directly to the District Manager or Regional Vice President, the Area Manager is responsible for the day-to-day operations, productivity, quality, employees, and clients within a specific geographical area.  The Area Manager works in cooperation with all IOD corporate staff, field staff, and clients.Customer Centric                                                                  Maintains customer retention and satisfaction at 95% or greater.  Is responsive to customer needs and anticipates problems and takes action to resolve them before they develop into significant customer dissatisfaction.  Keeps the District Manager informed of customer issues. Completes IOD Account Profile document for all franchise accounts annually and maintains most current document on IOD Portal. Conducts monthly customer account review meetings in person with all franchise accounts.  Meetings will follow the IOD account review agenda format and results and actions plans will be documented on the IOD portal.  Responds to customer concerns in a timely and professional manner. Escalates customer issues/concerns/problems in a pro-active and timely manner to district and regional management to timely resolve client issues. Ensures direct reports maintain established customer service standards. Operation Centric                                                                  Visits with each site at least once a week for Named Accounts, twice a month for hospital clients and once a month for clinic clients within your franchise and checks in to the site by telephone as needed. Oversees and monitors customer facility operations.  Works with field supervisors and staff to achieve desired results on tasks performed, accuracy, and drives quality assurance and performance improvement as needed. Demonstrates a solid understanding of the meaningful financial metrics driving the Company business including revenue mix, revenue per business day, labor per payroll day, and labor productivity standards and utilizes this information to manage his/her book of business. Demonstrates a strong working knowledge of PRISM, ADP eTime, SharePoint, Microsoft Business Intelligence, and the Microsoft Office suite including Excel and Word and utilizes these systems in the execution of responsibilities. Prepares facility and franchise budgets according to Company procedure and standards.  Monitors franchise financial statements on a monthly basis. Monitors monthly facility and franchise financial profitability and takes timely action necessary to optimize performance and insure that Company financial standards and budget are met.  Works with the field supervisors and staff to achieve desired results on expenditures, productivity, and volume.   Completes routine and non-routine reports and customer requested reports and submits to customer.  Reports include statistical volumes, turn around time, number of pending requests, and oldest request pending. Utilizes these reports to promote sound working relations, process improvement and optimal quality of service. Demonstrates a strong understanding of facility and franchise operating performance through thorough quarterly business review presentations.  Monitors PRISM and Microsoft Business Intelligence trend reports on a daily basis. Informs manager of new business opportunities with existing customers and provides input that will assist sales partners and others as appropriate to pursue and close these opportunities. Collaborates with District Manager or Regional Vice President as needed; keeps District Manager or Regional Vice President informed on a regular basis. Administrative Functions:On behalf of the Company, investigates and resolves matters of significance related to essential job functions and works with business partners and District Manager on jointly related issues as needed and appropriate. Provides consultation and expert advice to coworkers, District Manager, or Regional  Vice President in the areas of responsibility. Completes required paperwork accurately, legibly and in a timely manner, including new hire paperwork, PTO, time punch edits & leave requests, expense reimbursements, client profile change forms, employee status changes, performance reviews, performance management, incident reports & incident investigation reports, separations from employment (including RIF & pre-discharge reports). Follows all company and HR policies/procedures as outlined in the Employee & Supervisory Manuals. Performs quality checks on all administrative work ensuring accuracy and completeness.  Responsible for upholding security and confidentiality regulations, and facility policies and procedures for access and review of all medical records. Ensure proper coverage at facilities in the instance of vacation, illness or employee turnover. Coordinates new account start up in conjunction with District Manager or Regional Vice President. Conducts and or participates in the client protocol meeting and documents using the Iod template with results being maintained on the IOD sharepoint portal.  Establishes and maintains contact with new clients upon receipt of signed agreement to ensure proper account installation and client satisfaction. Maintains professional growth and development by attending seminars and workshops and through professional affiliations. Attends meetings with District Manager or Regional Vice President as requested. Performs other duties as needed or as directed. Supervision, Leadership & Communication:Recruits and hires competent, qualified staff commensurate with defined job responsibilities. Directs the work of subordinate employees, and is responsible for the advancement, promotion and other change of status of subordinate employees. Provides staffing to ensure quality services according to contract agreements and budget. Maintains employee turnover at or below corporate standard of 40% as may be adjusted from time to time. Ensures that staff is oriented, trained and the competence of staff is assessed (including but not limited to ROI & HIPAA), maintained, demonstrated and improved continually. Conducts new employee training and ongoing education in accordance with the national training program and as needed. Conducts accurate, meaningful & timely performance appraisals; issues commendations; conducts performance improvement progressive disciplinary actions and makes recommendations for discharge actions and such recommendations will be given particular weight; and carries out all other personnel actions fairly and consistently, according to policies, procedures and laws/regulations. Ensures that territory supervisors perform all supervisory functions in a fair and consistent manner according to personnel policies, procedures and applicable laws and regulations and they complete all administrative paperwork accurately and on time.  Mentors and coaches supervisors for continual performance improvement of supervisory skills. Receives subordinates’ call-ins, documents unplanned absences & takes appropriate action to provide coverage. Monitors pattern and rates of subordinates’ unplanned absences and implements corrective action as needed according to IOD policy. Works to establish and facilitate effective employer - employee relations.  Follows up on and completes investigations into employee complaints, including HR in the process and informing chain-of-command as needed. Delegates a responsible staff member to act in his/her behalf when he/she is absent. Informs designee on all issues relevant to the day’s/week’s operations. Builds alignment by communicating and partnering effectively with co-workers in other departments to achieve franchise and company goals, mutual understanding of roles, and a positive work environment (including operations, sales, marketing, finance, human resources, information systems and others). Thinks strategically; critically and clearly evaluates information and anticipates the implication of decisions. Establishes direction by defining an achievable path to realize the goals of the company. Responsibilities to Organization:Within franchise, insures compliance with all appropriate regulations, including but not limited to HIPAA and labor regulations. Works at appropriate level of independence and works within scope of position and direction.   Demonstrates professionalism, and accuracy in completing responsibilities within deadlines. Manages time, prioritizes and organizes work effectively. Carries out responsibilities in accordance with IOD policies and procedures, including Employee Handbook, Supervisory Manual, Training Manual, and Operations, Finance, Training and HR policies and procedures.  Carries out responsibilities in accordance with applicable regulations, including HIPAA, state/federal regulations related to operations, and labor regulations. Maintains confidentiality, security and standards of ethics with all IOD information including during transport, storage and disposal; follows the “need-to-know" doctrine. Demonstrates commitment to the job and IOD. Willingly accepts responsibilities. Approaches change and difficult situations in a professional manner.  Demonstrates flexibility. Maintains regular and reliable attendance and punctuality, keeping unscheduled absences not to exceed 7 scheduled days per rolling 12 months. Follows established procedures for requesting days off. Manages accrued PTO. Accurately reports days off & expense reimbursements according to established procedures. Performs duties in a manner that assures maximum safety to self and others.  Assists in keeping work area and equipment in safe working condition.  Initiates correction of hazards as appropriate and notifies others of hazards in a timely manner. Ensures that direct reports and/or staff carry out their job responsibilities in a manner that assures maximum safety to self and others.  Investigates all incidents and implements a plan of correction, working closely with the Human Resources Department. eoe/m/f/v/d