Summary
Overview
Work History
Education
Skills
References
Timeline
Generic

Brooke Coles

Fort Washington,MD

Summary

Driven Manager brings 10 years of experience directing high-producing teams and developing employee loyalty. Organized professional with background streamlining operational processes and eliminating waste. Encouraging in helping employees to develop skills and cultivate performance-oriented mindset while leveraging my managerial skills.

Overview

18
18
years of professional experience

Work History

Operations Manager

ScanSTAT Technologies
12.2021 - Current
  • Manager for Children’s National Hospital HIM Department
  • Assists with the hiring, supervision, and evaluation of the operating staff of the company in providing services to clients and requestors
  • Provide performance expectations feedback and hold staff accountable
  • Manage the staffing of programs and services to assure ongoing coverage and service performance
  • Monitor timeliness of services and assure achievement of turnaround time standards
  • Develop and implement productivity standards and provide ongoing feedback on productivity performance for all operating staff
  • Develop and implement quality and accuracy standards and provide ongoing feedback on performance for all operating staff
  • Maintain communications and effective working relationships with all client management staff
  • Respond quickly and effectively to resolve problems and issues in operations as they arise
  • Assure the performance of the company services in an efficient, effective manner
  • Ensures monthly communication with staff and clients
  • Ensure proper staffing of all client sites
  • Maintain high level of client and employee satisfaction
  • Participate with other management staff to achieve excellent performance for the company
  • Travel to client sites
  • Enforced state and federal legal requirements governing confidentiality and legal issues pertaining to health information
  • Maintained record of authorized information taken from charts
  • Communicated with patients with compassion while keeping medical information private
  • Collaborated with multi-disciplinary staff to improve overall patient care and response times
  • Assessed need for additional staff, equipment and services based on historical data and seasonal trends
  • Maintained records management system to process personnel information and produce reports
  • Built work schedules and staff assignments, taking workload, space and equipment availability into consideration
  • Maintained communication and transparency with governing boards, department heads and medical staff

Medical Record Coordinator

Virginia Hospital Center
05.2011 - 11.2021
  • Oversaw medical records department through management of Epic healthcare record system
  • Process medical records request to ensure compliance with policy and legal requirements
  • Reviews physician records to identify compliance issues with State and Federal regulation. Contact healthcare providers to correct deficiencies
  • Generate report for facility quality assurance department highlighting compliance issues with medical recordkeeping. Develops action plans to resolve identified problems
  • Maintains records of COVID and HIV/AIDS confirmed cases (line listing) for submission to Virginia Department of Health
  • Generate report for Washington Regional Transplant Community
  • Trains new employees on the electronic healthcare record system and the organization’s/departmental policies and procedures
  • Utilize hospital software including Epic, OnBase Unity Client, EKG Muse, PacsCube, and Microsoft Office Suite to organize daily workload
  • Independently manage Medical Records Department on duty and departmental operations
  • Review incoming record request, coordinate legal review, prepare records for release to requestors, state agencies, law firms, patients, families and healthcare facilities
  • Closed our records of discharge patients, in accordance with State and Federal regulations and organization policy
  • Mentor and support new hires
  • Participate in the implementation of unit goals and objectives including following all unit policies and procedure
  • Utilize organization e-mail to check messages regularly
  • Sign charts “in” and “out” maintains the accuracy of the chart tracking system, documenting charts entering and leaving the records room
  • Maintain integrity of medical files by vigorously searching in the appropriate information system for duplicate charts and informing appropriate staff so it can be corrected
  • Assist with the timely numerical, collating, and filing of submitted paperwork into the medical records
  • Assist in quality assurance, improvement, and compliance projects for the organization
  • Oversee patient medical records are maintained in an orderly and secure manner according to standards of practice. (HIPAA Privacy and Security Rules)
  • Fulfills requests for Patient Health Information according to all HIPAA regulation policies
  • Assists with the education and training of employees the Medical Records in job function issues
  • Achieves expected productivity standard as defined by the organization and in alignment with best practices
  • File individual patient reports, from internal and external sources, into their appropriate medical records after being date stamped
  • Supervises and assists with the assembling and tracking of paperwork to establish a medical record for each patient
  • Supervises and assists with medical record admissions audits to assure proper documentation for: Consents; Discharge Instructions; Medication Forms; Anesthesia Records; and other documentation requirements as required
  • Merge duplicate medical records numbers
  • Support for Corporate Compliance and Regulatory policy revisions and processes
  • Birth, death and cancer registry data completion support within regulatory time frames
  • Research patient’s medical records according to the CSB protocol
  • Attach new merge information into patient correct medical record
  • Crossed trained in Release of Information and Birth Certificates
  • Code Ancillary charts “Maternal Fetal Medicine records”
  • Push observation encounters through 3M (HDM) to ensure timely billing for Business Office
  • Resolves administrative problems by analyzing information, identifying and communication solutions
  • Release medical record information for walk-in customer needs
  • Documentation audits to meet local requirements
  • Record storage, record and diagnostic image retention as appropriate
  • Run and work on a daily list in 3M for One Day Stay Medicare patient (M1DS) to ensure proper billing for business office
  • Run and work on a daily list for Records Coded and Interfaced for billing office to ensure proper billing
  • Check census for Cases on Hold for billing office to ensure proper bill drop
  • Create weekly work assignment schedule for HIM tech area and Coding staff for daily operations
  • Maintains continuity of work operations by documenting and communicating needed actions to management, discovering irregularities, and determining continuing needs
  • Communicate effectively with visitors, patients, and hospital employees
  • Revise and update departmental policies for Human Resources
  • Kronos Timekeeper
  • Oversaw 29 direct employees and 6 contract employees
  • Epic SME (Subject Matter Expert 2017)
  • Hire, orient, train, conduct performance evaluations, handle corrective actions, and provide an open and goal-oriented work environment with established clear and concise work procedures and productivity standards. Reviews recommendations of and provides guidance to staff regarding employee relations matters
  • Ability to plan, organize, complete, and manage programs in the most efficient manner
  • Maintains rapport with customers, managers, and employees by arranging continuing contacts; researching and developing new services and methods; setting priorities; resolving problem situations
  • Privacy Officer duties as assigned to include, but not limited to, privacy investigations, privacy orientation to new employees and quarterly privacy updates
  • Work closely with Compliance Department as needed to ensure tracking and filing of documents submitted by the outside vendor and patients
  • Serves as information privacy resource to the organization regarding release of information and to all departments for all privacy related issues
  • Initiates, facilitates, and promotes activities to foster information privacy awareness within the organization and related entities
  • Works cooperatively with the Health Information Management (HIM) Director and other applicable organization units in overseeing patient rights to inspect, amend, and restrict access to protected health information when appropriate

Data Integrity Specialist

Virginia Hospital Center
12.2009 - 05.2011
  • Investigate and resolve all assigned issues reported via work queues, user reported issues
  • Assure the data and document quality and integrity of the E.HR by resolving identified problems. Performs necessary functions to ensure one patient has one MRN across the network and associated databases
  • Researches, identifies, and resolves documentation issues by performing chart correction/documentation processes necessary to ensure integrity of E.H.R and associated databases. (15%)
  • Collaborates with AHN departments to report and resolve issues as necessary. Ensures all documentation corrections and revisions are made in accordance with AHN policies. (10%)
  • Processes incoming and outgoing mail and faxes in a timely manner according to established procedures. (10%)
  • Provides support and education to all E.HR end users. (5%)
  • Monitors and resolves any issues related to incoming or outgoing report distribution within the E.HR, ancillary and vendor databases. (5%)
  • Produces accurate OR monitor. (5%)
  • Performs other duties as assigned or required. (5%)

Medical Records Technician

Virginia Hospital Center
12.2006 - 12.2009
  • Perform physical records management, to include reviewing records for completion for filing, performing daily appointment record retrieval and replacement, performing routinely scheduled record retirement, and making copies of medical files for official purposes
  • Assisting with clinical operations by handling appointment scheduling, receiving clients and initiating medical data intake form completion, ordering office and medical file supplies, managing front desk operations, out-processing clients and processing office mail
  • Supply nursing staff with required forms and documents
  • Maintain data collection and skills acquisition files
  • Protect medical records from loss or defacement prior to the end of retention periods
  • Maintain current face sheet for every patient served
  • Process admission and discharge records accurately, and in a timely fashion
  • Maintain strict confidentiality of all medical records
  • Preps documents includes but not limited to alphabetizing, putting documents in numerical order and/or date order, removing staples, repair forms as needed
  • Identifies different document types making sure all documents are barcoded accurately to route to specific folder within EMR
  • Confirms the patient’s name, medical record number, and account number are on every page in the chart, front and back
  • Reviews images to determine the need to delete, add or enhance images for clarity
  • Completes discharge processing- retrieval of records from all units and verifies receipt of all inpatient and outpatient discharged records; follow up on missing records to ensure they are received in a timely manner according to departmental procedures
  • Updates required shared drive spreadsheets according to department standards
  • Prepares paper documents for proper storage and easy retrieval
  • Participates in training programs to facilitate the proper use and implementation of quality systems and processes
  • Performs related work as assigned

Education

Graduate Crossland High School
01.2000

Associate of Applied Science - Health Information Management

Prince George Community College

Skills

  • Novel GroupWise
  • Netscape Communications,
  • Quattro Pro 9 and Internet Surfing
  • Central Anasazi
  • BHC Chart Tracking System
  • IDX, HDX, ICD9 Coding, ICD10 Coding
  • Lastword
  • Kronos
  • Cobius Health
  • CIOX Health
  • Soarian Enterprise Document Management
  • 3M Health Data Management Systems
  • Epic Super User
  • OnBase Super User
  • Cerner
  • eCW
  • Star-Trac and ShareFiles
  • ERE
  • Faxage
  • U-Control and StatusView
  • Team Building
  • Microsoft Office
  • Data Validation
  • Training & Development
  • People Skills
  • Supervision & Leadership
  • Relationship Building
  • Organizational Skills
  • Customer Service

References

Terrie McCray, Director (301) 922-6607 Maxine Williams, Director (703) 216-5976 Janelle Roper, Director (773) 320-1356

Timeline

Operations Manager

ScanSTAT Technologies
12.2021 - Current

Medical Record Coordinator

Virginia Hospital Center
05.2011 - 11.2021

Data Integrity Specialist

Virginia Hospital Center
12.2009 - 05.2011

Medical Records Technician

Virginia Hospital Center
12.2006 - 12.2009

Graduate Crossland High School

Associate of Applied Science - Health Information Management

Prince George Community College

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Brooke Coles