02-416��Rl�i��,�
RESOLUTION
r��n�a
Referred To
Council FIIe # 0�..-�\�
Green Sheet # 106816
CITY OF SAINT PAUL, MINNESOTA � a
Committee Date
An Administrative Resolution changing the rate of pay for the
class titled Aealth Information Adminisuator in the Salary Plan
and Rates of Compensation
RESOLVED, that the rate of pay for the classification of Health Information Administrator be
changed from the rate set forth in Grade O10 to Grade 016, of Bargaining Unit 06, Professional Salary
Schedule in the Salary Plan and Rates of Compensation, and be it
F[JRTHER RESOLVED, that this resolution shall take effect and be in force on the first pay period
following its passage and approval.
DEYA,RTMENAYOFFICFICOUNCD.: DATE IPIITIATED � �� V
OfficeofHumanResources 4�i9�o2 GREENSHEET No.:106816 pa.y
CONTACI PERSON & PHONE: - IIunp7ipare
John Shockley, 266-6482 ,�,�,�, � , ��,
�sscxEo
_ NUMBERFOB xatswrnoaTffr cttrcLIItK
RCIUfIIIG
�� YII7AHCLU.�VDIX flNANCW.SERV/ACL7T'
MUSi BE ON COUNCII, AGENDA BY (DA1'E) 3 ���� .)
TOTAL # OF SIGNAI'URE PAGFS 1 (CUp ALL LpCATIONS FDR SIGNATURE)
acr[ox x�uESrEU: Change the rate af pay for ihe title of Health Information Administiator from Grade 10 to Grade 16 of the
Professional Employces Non-Supeivisary.Standard Ranges.
RECAbAgDIDA . PFRSONALS&RViC&CON1RACfSMUSIANSWERTHEFOLLOWINGQi7SSftONS
PLAtRQA1GCAMI.�IISSION - - - -`1.}L�thupa�m�fvmevawalcdimd¢aomlcxtfartlrisd�mt? - - - _
CID C�MI�CCIEE Ya No
C1VII,SERVICECAMIvIISSION 2ELstltispmaoaYnmeva6emaagm�plogK? .
3. Ihes tL'c paamlf¢m pmuss � atill mt namallY P� iry �S �� �J' �P�%a?
Yes No
4. Lt6ispasm/fcmatwgNedvmdoYt .
Ya No
— BspWn a6ye. aenrna oe fep�eate a6eet aod aHach b p'een �hetl
INITIATI3VG PROBLEM, ISSi7F� OPPORTUNITY (�VAo, What, W6m, Where, Wby):
Ttris action is the.result of a classification and compensation swdy conducted at the request of the departrnent The srtudy was necessazy
buause of the significant cLanges in the duties and responsffiilities of ihe position which oversees the health records and birth and death
records uniu of the Saint Paui-Ramsey County Public Hralth Department.
� ADVAATAGESIFAPPROVED: � `
Equitable compensation commensurate with the level of duties and responsibitides of the po�tions will be established.
DISADVANTAGES IF APPROVED: _ . � � � � I � � � -
None.
APR 3 U 2��3�
DISADVANTAGES IF NOT APPROVED: _ , _ _ _ _ g � ��TO fl N � 6 _
Equitable compensation will not be �blished
TOTAL AMOUNT OF TRANSACTION: COST/REVENUE BUDGETED:
FUNDING SOURCE: ACTIViTY NIIMgEIt:
FINANCIAL INFORMATION: (EXPLAIl�T)
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CLASSIFICATION AND COMPENSATION STUDY REPORT (RES7`UDI�
Class Studied:
Incumbent:
Date Restudied:
Restudied By:
Medical Records Practitioner
Christine Bogut
December 7, 2001
Karen Sanc6ez
APPROVAL OF THE CLASSIFICAITON AND COMPENSATION PRACTICE LEADER:
2-���
Background
The position in question was restudied based upon the additional information provided by the
immediate supervisor.
Restudy Components
Review of the additional information
Comparison with related classifications and positions
Review ofthe QES analysis and recommendation
Position Description
The foliowing are the duties and responsibilities of the position in question including the additional
responsibility for enforcing the Health Insurance Portability and Accountability Act (HIPAA) in
Public Health:
�ervises the City's Medical Records unit:
-Supervises staff; currently supervises a Medical Records Tech/Practitioner and a Clerk-Typist II.
-Administers the day-to-day operations of the unit including budgeting, information systems, and
records retention.
-Communicates/coordinates with other Public Health programs, medical and ciinical staff, Ramsey
County, health insurance companies, and other parties involved in medical records retention and
release of information.
-Coordinates with the MN Department of Health, other County Vital Offices, County Attorney's
Office, County Boazd, City Council, insurance company, private vendors, hospitals, &neral homes,
citylcourny departments and other organizations concerning medicat records.
-Responds to issues, complaints, and requests for information.
-Develops, revises, and implements medical records methods, policies and procedures and ensures
compliance with medical records practice guidelines.
Page 1 of 5
oz - "1\S�
Supervises the Citv and Countds Birth & Death Records unit:
-Supervises staff currently supervises three Clerk-Typist III's and two Clerk-Typist II's.
-Administers the day-to-day operarions ofthe unit including budgeting, information system, records
retention and release of information.
-Responds to legal issues or challenges regazding release of information.
-Communicates(coordinates withtheMNDepartment ofHealth, other County Vital Offices, County
Attomey's Office, County Boazd, City Council, insurance company, private vendors, hospitals,
funeral homes, city/county departments and other organizarions conceming medical records.
-Responds to issues, complaints, and requests for information.
-Develops, revises, and implements birth and death records methods, policies and procedures and
ensures compliance with medical records practice guidelines.
Acts as HIPAA privacy official for Public Health. (Note: HII'AA stands for Fiealth Insurance
Portability and Accountability Act. This act became effective April 14, 2001, with a mandatory
compliance date of April 14, 2003. HiPAA requires all health care providers, health plans,
employers, public health authorities, billing agencies and universities to meet minimum standards
regazding patient information usage. HIPAA requires the designation of a HII'AA privacy official
position within an organization. Under HIPAA, there will be specific federal penalties for privacy
violations. The followin�are the duties and responsibilities of the position under I�AA. in
coordination with Public Health Administration:
-Oversees all activities related to the development, implementation, maintenance of, and adherence
to SaintPaul-Ramsey County'spolicies and procedures coveringtheprivacy of, and accessto, patient
health information in compliance with federal and state laws.
-Develops, implements, and maintains St. Paul-Ramsey County's information privacy policies and
procedures.
-Establishes and chairs HIPAA committees.
-Performs initial and periodic risk assessment and directs practice improvements.
-Participates in developing ongoing compliance monitoring.
-Establishes a mechanism to track access to protected health information.
-Provides required privacy training and orientation information to all staff, volunteers, contractors,
students, and third parties of Public Health.
-Ensures patient rights to inspect, amend, and restrict access to their information is upheld.
Acts as internal subject matter expert in medical records_ birth and death records. and HIPAA:
-Provides technical expertise to Public Health staffand outside agencies in medical records and birth
and death records, e.g., compliance issues, challenges concerning release of information,
confidentiality, data practices standards, medical records standards, and insurance/payer issues.
-Provides in-service training to Public Health staff on medical records and birth and death records
laws, policies, practices and procedures.
-Acts as information privacy consultant to Public Health.
Page 2 of 5
o�.-y�e
Comparison
In the initial study, it was determined that the position in question is most compazable to the Nurse
Practitioner-OB/GYN, Public Health Nurse, and Social Worker classes in Grade 14 of the
Professional Standard Ranges. Based upon the additionai information provided, it was deternvned
that the position in question has more responsibility than the positions in the aforementioned classes.
Although they all perform skilled professional work in their own specialty area, the position in
question has additional administrative and supervisory responsibilities. The position performs highly
skilled admuristrative work, particulazly in policy development and'unplementation and enforcement
duties.
The duties and responsibilities of the position in question are comparable to the typical duties
described in the class specifications for the Administrative Assistant and Program Coordinator
classes as they relate to the administration ofthe health and birth death records, health information,
and HIPAA compliance efforts for the City/County. These are as follows:
-Performs responsible supervisory and highly skilled administrative work.
-Performs highly responsible professional work providing staffassistance to an administrator.
-Develops and implements policies and procedures and ensures compliance with laws, rules, and
regulations.
-Prepares formal responses to inquiries or requests for information.
- Provides general and technical information regarding departmental functions and policies, responds
to issues and complaints, and prepares formal responses to inquiries or requests for information.
-Provides liaison with city departments, local units of government, public and private agencies, and
the general public.
-Represents the department at various committees to provide data on current issues and help in
developing responses.
- Coordinates administrative activities including budget, information systems, and day-to-day
operations of a unit or program.
The following are the brief descriptions of the duties and responsibilities of the aforementioned
classes:
Grade 14
Nurse-Practitioner-OB-GYN - examines and treats patients within practice parameters; develops and
impiements ongoing patient care plan; provides comprehensive medical follow-up and referral; acts
as lead coordinator for family planning clinic; provides natural family planning counseling and
education, human sexuality counseling and referral, and sterilization education, etc.
Public Health Nurse - plans and implements specialized programs and clinics to promote, maintain,
and improve the level of health in the community; exercises technical supervision over lower level
nurses, paraprofessional, and volunteers.
Page 3 of 5
�,-- �`�
Social Worker - manages special social work programs; coordinates several major programs that
provide assistance to homeless, persons at risk for homelessness, dysfunctional families, and at-risk
youth; conducts emergency crisis intervention, performs social work case management.
Grade 15
EnvironmentalHeaith Administration Analvst- provides administrative servicesto the environmental
heaith unit of Public Health; develops and evaluates programs and plans relating to environmental
health activities, directs environmental research, analyzes, evaluates and develops proposals based
upon the results, coordinates special environmentai health activities and studies. (This title has not
been used and the position is now vacant.)
Health Analvst - coordinates the development of the Community Health Services Plan for Public
Health; assesses community health needs and resource problems; prepares health needs inventories;
assists program managers in developing plans and evaluating methods; monitors federal and state
health legislation; prepazes plans, studies, and reports; assists in the management and coordination
of Public Health grants; assists district council in planning for health concerns. (This title has not
been used and the position is naw vacant.)
Grade 16
Administrative Assistant - assists in developing, planning, and implementing departmental programs,
projects, policies and procedures; plans and coordinates administrative activities such as human
resources, budget preparation and control, management information systems, and special management
studies; studies and evaluates various phases of departmental operations to create new systems or
revised established procedures; provides research and analysis for planning, problem solving, program
evaluation, and decision making; prepares reports and recommendations on a wide variety of subjects
or issues; prepares formal responses to inquiries or requests for information; provides general and
technical information regarding departmental functions and policies to the public and state and local
agencies and responds to inquiries or requests for information; represents the department at various
committees and meetings.
Proeram Coordinator - provides general or technica] information regarding departmental activities
to State and local agencies, etc.; represents the department or division at important public gatherings;
coordinates special studies and projects; provides policy, management, and staff assistance to
committees and task forces; plans, organizes, and executes a comprehensive public information
program; coordinates activities with outside parties; coordinates all phases of assigned projects with
those of other divisions and departments.
QES Analysis
The evaluarion supports allocating the position in question to the Medical Records Administrator
class.
Page 4 of 5
� �.- y\b
The evaluation also supports upgading the Medical Records Administrator class to Grade 16 from
Grade 10 of the Professional Standazd Ranges. This class has not been studied since the title was
created in 1981.
Recommendation
It is recommended that the position in question be allocated to the Medical Records Admuristrator
class.
It is further recommended that the Medical Records Administrator class be upgraded to Grade 16
from Grade 10 of the Professional Standard Ranges.
Page 5 of 5
CITY OF SAINT PAUL
Nosm Coleman, Mayor
TO:
FROM:
DATE:
RE:
Rob Fulton
Public Health Department
Karen Sanchez
Human Resources Consultant
Februuy 6, 2002
Twenty Day Notice
���5'G� 1�.e-se>>� rc, C.harles
1jt�Hc1 � 1`�Ea. b�:. Y�� �t, �i,���C r0
1p..a.� b�: r.r a< o� "�o�.
�
Pursuant to City of Saint Paul, Civil Service Rule 3. (C) this memorandum is to inform you that
the typical duties, KSA's and miuimum qualifications are being revised for the tifle of Medical
Records Adminfstrator along with a title change to Health Information Administrator. A
copy of the proposed and current class specification is attached.
Aiso, a resolution will be processed to change the rate of pay from Grade 10 to Crrade 16, of the
Professional Standard Ranges in the Sa1ary Plan and Rates of Compensation.
G"ShareCClass fCL9S5'10 day xonces'Sfealth Infotmation Adminisfra[or.depGwpd
OFFICE OF H[7MAN RESOURCES
Jahn Hamiltoq D"vector
b - 415.
400CiryHallAnnez Telephone: 65I-266-6500
25 West Fourth Street 7DD/TCY.' 657-266-6501
SabUPau� �m�esota 55702-1634 Jobline: 657-266-6502
Farsnrti(e:
1° Op t ion: 651 d 92-6414
P� Opfion: 65I -292-6475
3"'Option: 65]-192-76�6
OFFICE OF HUMAN RESOURCES
John Hmniltrnt, D'uectar �
CTTY OF SAINT PAUL
Narm Coleman, Mayor
February 6, 2002
Mike Wilde, Business Representative
Professional Employees Association,Inc.
360 Robert Street North, Suite 424
Saint Paul, Minnesota 55101
Dear Mr. Wilde:
400 City Hal1 A�mez
25 WesrFwvth Streer
Sa"vuPmd, Mbmesata SSIOL1634
Telephone:
TDD/I7Y.
Jobline:
Facsimile:
1' Optian:
Y° Option:
3'd Optian:
o�...y\b
657-266-6500
657-266-6501
651d66-6502
651-191-6414
651-29L6415
651d92-i656
Pursuant to City of Saint Paul, Civil Service Rule 3. (C) this memorandum is to inform you that
the typical duties, KSA's and minimum qualifications aze being revised for the title of Medical
Records Administrator along with a title change to Heaith Information Administrator. A
copy of the pzoposed and current class specificarion is attached.
Also, a resolution will be processed to change the rate of pay from Grade 10 to Crrade 16, of the
Professional Standard Ranges in the Salary Plan and Rates of Compensation.
Sincerely,
Kazen Sanchez
Office of Human Resources
G.IGmeTC) �all0dromnc+VlmWlnlamrmm�Advvmawm�w.vpd
Propose8 Titl� of Class:
HEALTH INFORMATION ADMINISTRATOR
, DESCRIPTiON OF WORK
CODE: 221B
su: 06
Effective: 0�,� V� � (o
Cseneral Statement of Duties:
Performs highly responsible professional work planning, organizing, directing, and coordinating the health records
and birth and death records units of the Saint Paul-Ramsey County Public Health Deparhnent; acts as the Health
Insurance Portability and Accountability Act (I�AA) privacy official; provides staff assistance to an
administrator; and performs other related duties as assigned.
Supervision Received:
Works under the general supervision of the health administrarion manager or department director.
Sunervision Exercised:
Exercises close to genera] and technical supervision over the health records and birth and death records staff.
TYPICAL DUTIES PERFORMED
The listed exampies may not include all the duties performed by all positions in this class.
Oversees all activities related to the development and implementation of and adherence to the Saint Paul-Ramsey
County policies and procedures concerning privacy of, and access to, paUent health information in compliance with
federal and state laws; acts as HIPAA privacy office for Public Health.
Assigns, trains, evaluates, and supervises the work of the health records and birth and death records staff.
Administers the day-to-day operations of the health records and birth and death records units including budgeting,
information systems, record reten6on and release of information, planning and coordination.
Coordinates with other Public Health programs, Ramsey County, MN Department of Health, oUier city and county
departments, regulatory agencies, health insurance companies, private vendors, hospiYals, funeral homes, other
County birth and death records offices concerning records retenfion and release of information.
Responds to issues, complainu, and requests for health records and information; formally responds to legal issues
and chailenges cancerning release of information.
Develops, revises, and implements health records and birth and death records policies and procedures; ensures
compliance with laws, regulations, and medical practice guidelines.
Designs health information collection, storage, reh�ieval, control, and quality assurance systems.
Designs reseazch and special studies urilizing health records and health information; prepazes statistical and
nanative reports.
Provides technical expertise to the other Public Health staff and outside agencies regarding health records, birth and
death records, and HIPAA; provides in-service training and aets as information privacy consultant to Public Health.
KIVOWLEDGE, SKILLS, ABILITIES, AND COMPETENCIES
HEALTH INFORMATTON ADMINISTRATOR Page 1
- Propoaed Titic of Class: CODE: 221B
HEALTH INFORMATION ADMIlVISTRATOR BU: 06
Effective: �� �`
Thorough knowledge of the principles, practices, procedures, and systems of health information management
Considerable knowledge of federal, state, and local laws, rules, and regulations applicable to health information
management.
Considerable knowledge of health information management practice guidelines and legal responsibilities of health
information administration.
Considerable lmowledge of inedical terminology.
Considerable ability to supervise the work of others.
Considerable ability to coordinate, plan, organize, and evaluate work.
Considerable ability to manage resources such as time, money, teams and personnel and meet deadlines.
Considerable ability to apply and interpret laws and respond to legal issues and implications relating to health
information administration.
Considerable ability to reseazch, analyze and solve problems.
Considerable ability to communicate effectively, both orally and in writing, and to facilitate communication
between staff, co-workers, superiors, customers, and regulatory agencies.
Considerable ability to interact effectively with a wide variety of individuals, groups, and organizations and to deal
effectively with difficult situations and people.
IvIfNIMUM QUALIFICATIONS
Bachelor's degree in health information management or a related field, eligibility for registration as a Registered
Health Information Administrator, and four years of experience in health information management.
HEALTfI INFORMATION ADMINISTRATOR Page 2
Title o: Class: CODE: 114A
Medical Records Administrator BU: 06
Effecrive: 07/il/1981
DESCRIPTIONOF WORK �, ": ; a7-"�lb
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General Statement of Duties:
Performs responsible professional work planning, organizing, directiug and coordinating the Cenh�ai Medical
Records Unit in the Division of Public Health; and performs related duties as required.
Supervision Received:
Works under the genera] supervision of a unit head.
Suoervision Exercised:
Exercises immediate technical and administrative supervision over technical and clerical workers.
TYPICAL DiJTtES PERFORMED
The listed e�cacnples may not include all the duties performed by all positions in this class.
Establishes, evaluates, reviews, and ensures compliance with Central Medical Records policies and procedures.
Designs medical record and health information collection, storage and retrieval systems.
Designs and monitors the quality asswance program of the Central Medical Records Unit.
Designs medica] records and forms.
Selects, trains, and supervises clerks assigned to the Medical Records Unit.
Designs a control system of inedical records and health information.
Designs reseazch and special studies utilizing medical records.
Plans, directs, and conducts in-service records training for medicaUclinical staff.
Prepazes statistical and narrative repoxts.
KNOWLEDGE, SKII,LS, ABII,I1'IES, AND COMPETENCIES
Thorough lmowledge of inedical records principles, practices, procedures, and systems.
Considerable knowiedge of inedical terminology.
Considerable knowledge of legal responsibilities of inedical records.
Considerable ability in organizing, analyzing, and problem solving.
Working ability to communicate effecrively with staff and public.
Working ability in human relations skills.
MINIMUM QUALIFICATIONS
College graduation in medical or health record administration and eligibility for registration as a Registered
Records Administrator.
Medical Records Administrator Page 1