Job Description

Job Title: Manager, Physician Services Division (Health Information Management)
Job ID: 678894
Status: Full-Time
Regular/Temporary: Regular
Shift: Day Job
Department: POP00 Health Information Mngt
Location: 3600 Forbes Ave, Pittsburgh PA 15213


The Physician Services Division (PSD) has a decentralized medical record structure in place with each office maintaining their own unique charts within their offices. The PSD is in the process of implementing the electronic health record at each office. At present, many of the offices are living in a hybrid world managing the pre-implementation information in a paper format while the post-implementation data is electronic. The PSD has more than 2,400 physicians treating patients at more than 500 locations; all creating the medical documentation that forms the medical record. Documentation is completed in several ways: abstracting from the paper record into the e-Record system, transcription, structured noting within the electronic record, and/or via a voice recognition program. The Manager of HIM will be responsible to coordinate the documentation processes ensuring compliance with all federal, state, local and 3rd party payer requirements. The Manager of HIM will serve as a liaison between the e-Record teams, the IT team, the HIM team and the administrative and management teams of the PSD. The Manager of HIM will provide the Professional clinical staff as well as the management staff with immediate feedback on all documentation related issues encountered in the PSD offices. The Manager of HIM will provide direction and support regarding the day-to-day components of the abstracting division of the HIM department. The Manager of HIM is responsible for monitoring productivity, coordinating job functions, and supervising the abstracting and scanning areas within the PSD HIM department.

  • Assists Senior Director of HIM with establishing, implementing and maintaining CMI, UPP and PSD Medical Records policies, procedures and guidelines.
  • Assists the operational management at the individual practices with their documentation needs.
  • Conduct chart audits as needed to ensure Data quality standards are ,met, and/or to determine if the appropriate documentation is on the correct chart.. Work with the appropriate parties (UPMC PSD ISD and/or the outside vendor) to correct and re-send these reports. Track and trend information providing details and reports to the Senior Director of HIM.
  • Conduct documentation quality assurance audits. Track and trend the results of the audits.
  • Conduct studies and special projects as directed.
  • Demonstrate a service-oriented approach to the position by conveying courtesy, respect, and a positive attitude by showing initiative and offering assistance to other staff and physician office personnel.
  • Develop methodologies for assisting with requests for statistical information regarding documentation including costs and quality.
  • Ensure the security and confidentiality of health information by enforcing policies and procedures. Provide providers and staff with hands-on training and assistance with documentation needs.
  • Maintain 'super-user status of all e-record products implemented within the PSD, as well as the web-based applications provided by the various transcription vendors.
  • Performs other duties assigned by the Senior Director of HIM-PSD
  • Provide orientation and training for new staff and provide performance feedback. participate in recruiting, interviewing, and selecting new employees.
  • Provides support to Senior Director of HIM for all internal activities regarding health data retention/retrieval, health statistics, legal requirement applications, classification and indexing, quality assurance and health information systems and represents Senior Director of HIM at health system meetings as assigned.
  • Responsible for investigating reports of duplicate or merged records within the various electronic systems, providing the corporate workgroups and departments, and HIM Director with the findings and results of PSD investigations.
  • Supervise staff in the abstracting and scanning area by coordinating and monitoring the daily activities and needs of the functional areas. Providing guidance and leadership, assuring that work schedules are maintained and productivity requirements are met with equitable distribution of work assignments. Enforce employee disciplinary measures in accordance with system policy when necessary and develop methods and action plans for correction or improvement when needed. Assume staff responsibilities whenever necessary to ensure daily activities of abstracting department are met consistently. Complete performance evaluations for staff in advance of due dates. Update standards and performance expectations as procedures change.


  • Bachelor's Degree with a minimum of two years experience in healthcare environment, physician practice setting preferred OR an Associates degree with five years experience in healthcare environment, physician practice setting preferred. 
  • Registered Health Information Associate (RHIA) or Registered Health Information Technician (RHIT) certification or eligible preferred. 
  • Advanced knowledge of the methods and procedures of health data systems; medical records coding; classification, indexing, quality control and assessment; privacy and security issues; medical records regulations; and applicable federal, state and local laws; as they pertain to physician practice management. 
  • Excellent interpersonal, organizational and written communication skills. 
  • Ability to communicate with all levels of staff ranging from the clerical and professional staff to the senior administrators. 
  • Ability to work with physicians, management and staff personnel efficiently and effectively in a professional manner. 
  • Must be able to work independently, be flexible, perform in high stress situations and produce under pressure.  
  • The functions of this position require a detail-oriented person who has excellent time management skills. 
  • Ability to travel to all of the offices and time-shares within the Physician Services Division.

Licensure, Certifications, and Clearances:
R.H.I.A. or R.H.I.T preferred

  • Act 34 Criminal Clearance

UPMC is an equal opportunity employer. Minority/Females/Veterans/Individuals with Disabilities

Salary Range: $22.60 to $39.11

Union Position: No

Apply Current Employee?


At UPMC, our shared goal is to create a cohesive, positive, experience for our employees, patients, health plan members, and community. If you too are driven by these values, you may be a great fit at UPMC!


UPMC provides a total rewards package that can help you achieve the goals you have for your career and your personal life. Whether you want to learn a new skill through a training course, reach personal health and wellness targets, become more involved in your community, or follow a career path that provides you with the right experience to be successful, UPMC can help you get to where you want to be.


Now more than ever, YOU can help us shape our communities and UPMC into a better place for everyone to work, study, play, and thrive.

Learn more about working here and check out our policies and recent updates.

UPMC Ranked #17 Best Places for Women & Diverse Managers in 2018

Talent Network