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HS Supervisor – Compliance & Medical Records (HHS)

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HS Supervisor – Compliance & Medical Records (HHS)

Salary

$36.14 - $47.79 Hourly

Location

Elkhorn, WI

Job Type

Full-time

Job Number

2025-00111

Department

Health & Human Services

Division

Administration

Opening Date

10/15/2025

Closing Date

11/5/2025 5:00 PM Central

+ Description

+ Benefits

+ Questions

An Equal Opportunity Employer

Position Summary

This position is responsible for overseeing compliance with federal, state, and local regulations across all Health & Human Services programs. This role helps ensure that all services are delivered in accordance with applicable laws, policies, and standards. The supervisor monitors internal processes, helps implement continuous quality improvement (CQI) efforts, audits staff adherence to privacy and security practices, and leads corrective actions when necessary. This position also provides guidance and training to departmentwide staff and collaborates with internal and external stakeholders to maintain program integrity and help improve service delivery. This role provides direct supervision and specifically oversees administrative functions in the areas of medical records, electronic health record (EHR), release of information, HIPAA and Civil Rights compliance, insurance credentialing, interpretation and translation services, and front desk reception.

SUPERVISION

This position directly supervises an administrative support team comprised of four front desk receptionists and one cashier, medical records clerk, Spanish interpreter, and administrative analyst by carrying out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing and making recommendations for hiring employees; training employees; planning, assigning, and directing work; appraising performance; disciplining employees; addressing complaints and resolving issues.

SCHEDULE

Division: Administration

Days: Monday - Friday

Work Hours: 8:00 a.m. - 4:30 p.m.

Hours Per Shift: 8

Shifts Per Pay Period: 10

Position FTE: 1.00

Applications are being accepted from current County employees as well as members of the public.

Essential Duties and Responsibilities

This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Provide supervision and direction for reception, cashier, medical records, interpreter, and administrative analyst.

Direct day-to-day operations of the compliance and medical record services within the department ensuring timely and secure handling and release of protected health information (PHI) and identifying areas for improvement.

Manage the department reception function ensuring coverage for the department phone, lobby reception, mail, and communication functions during all hours of operation.

Ensure all legal and required postings in the employee and public lobby areas are available and up to date, as well as overseeing the agency’s lobby displays of available programs and services for members of the public.

Maintain an in-house transcription resource to address long term needs for clinical staff dictation.

Maintain internal and external interpretation resources and related policies and procedures.

Oversee the credentialing of therapists and prescribers for billing purposes within the outpatient behavioral health clinic.

Provide orientation to new department staff on HIPAA, confidentiality, and records expectations, as well as general agency onboarding information for new hires.

Plan, develop, and assign annual compliance training courses, including HIPAA, Civil Rights Compliance, and Fraud, Waste, and Abuse, ensuring all department staff fulfill training requirements.

Serve as the agency’s Security Officer by completing and submitting system access requests to appropriate state agencies for new and termed staff, ensuring compliance with access control protocols and data security standards. Regularly review and maintain user lists as required by each program.

Oversee the department’s current electronic health record (EHR) system, Netsmart, in the areas of records retention, confidentiality, and release of information and ensure that all employees follow state and federal guidelines in these areas, as well as providing ongoing oversight of the agency’s legacy EHR system, Echo Clinicians Desktop.

Oversee the security of the consumer’s health record and assure timeliness for opening, closing, and release of records. Perform the risk management function related to the quality of the health record and adherence to Federal regulations for the release of information.

Create and maintain a system for scanning and archiving the department’s legacy medical records that meets the federal requirements for record retention and access. Secure microfiche and scanned documents in a manner that provides an appropriate level of access for department staff.

Oversee routine audits of internal programs that are billed through the department for records management compliance and for State or Federal audit readiness.

Complete regular audits of EHR user access, confidential client chart access, and the scanning of medical records into the electronic database. Review and approve confidential client status and maintain the confidential client database.

Coordinate open records requests, ensuring a timely response and appropriate information is released in accordance with laws and regulations.

Serve as the Civil Rights Compliance Officer and HIPAA Privacy Officer for the department and representative for the Countywide work team. Develop and maintain agency compliance and privacy policies in accordance with all applicable federal and state laws.

Collaborate with staff and the Information Technology department to ensure IT security regarding HIPAA compliance and Civil Rights Compliance (CRC).

Maintain the departmental record of any HIPAA violations and investigate potential violations. Coordinate with internal and external partners for timely, complete, and thorough responses to any audits or investigations.

Prepare monthly, quarterly, and annual reports on compliance issues for Director and Deputy Director, Health & Human Services Board and other committees as required by state and federal mandates. Lead the agency’s Compliance Committee, provide recommendations, and support the implementation of updates within the agency.

Oversee the department’s continuous quality improvement (CQI) program initiatives, including monitoring and progress reporting of existing program areas. Identify new areas for CQI development and implement program initiatives and processes with staff.

Demonstrate a commitment to county safety and risk management efforts.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Associate’s degree or formal preparation equivalent to a two-year program in a business related field, and four to five years of relevant prior experience. Bachelor's Degree preferred. Proven knowledge of medical records, HIPAA, compliance standards, budget process and measurable performance outcomes. Experience in customer services with providers and stakeholders. Knowledge of state, federal and local laws/regulations. Supervisory experience required. Proven experience in quality improvement techniques, ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals as well as ability to compute rate, ratio and percent and to draw and interpret bar graphs. Knowledge of Trauma Informed Care principles is essential.

Interactions & Communication

Provides specialized information and/or recommendations to others regarding an area of expertise.

Decision Making

This position has authority to make decisions that are within general procedures and protocols; supervision is available as required or requested. These decisions directly impact performance in the job and/or work unit within the department and information is provided with additional research and observations which contributes to the decision making process.

Thinking & Problem Solving

In relation to established procedures, protocols and policies of the county, challenges in this position tend to be diverse, but are typically covered by precedent or established practice.

Tools and Equipment Used

Typewriter Copy Machine

Telephone FAX Machine

Calculator Personal Computer/Printer

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee is frequently required to stoop, kneel, crouch or crawl. The employee is occasionally required to walk and lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and distance vision.

Selection Process

TO INCLUDE:

Formal Walworth County Electronic Application

Education and Experience Review

Oral Department Interview

Reference Check

Background Check

Post-offer Physical Examination

Drug Screen

Other job related tests may be required.

WALWORTH COUNTY EMPLOYEE BENEFIT SUMMARY

I – Salaried Exempt Employees

BARGAINING UNIT: Salaried Exempt Employees

DATE: January 1, 2019

EMPLOYMENT STATUS: All employees of Walworth County are at-will employees.

BASIS OF PAYMENT: Salaried, FLSA Exempt. You are not eligible for overtime or compensatory time. You are required to account for all time absent from your regular work schedule.

SCHEDULED TIME OFF: Accrued based on salary each pay period. All accrued scheduled time off hours are available for use, subject to approval of your supervisor. You accrue scheduled time off (pro-rated for part-time) equivalent to the following:

15 days per year after 1 year of Walworth County Service

20 days per year after 5 years of Walworth County Service

25 days per year after 15 years of Walworth County Service

*may be considered for additional Scheduled Time Off (STO) based on continuous related experience per Ord. Sec. 15-515 (e)

PERSONAL TIME OFF: Employees will receive 64 hours of personal time off as a lump sum at the beginning of each year (pro-rated for part-time and newly-hired employees). At the end of each calendar year, an employee may request to move remaining personal time off hours to the extended sick leave bank. If no request is made, any remaining hours shall be paid out on the employee's last pay date of the calendar year.

EXTENDED SICK LEAVE BANK: Used for time off of work for more serious health conditions that require three or more consecutive days off or when on an approved leave of absence.

HOLIDAYS: Ten paid holidays each year. As a part-time employee, you receive pro-rated holiday pay based on your positions budgeted FTE.

INSURANCE: Employees hired into a .75 FTE or higher position are eligible for Health, Dental, Life, Vision Short-Term Disability and Long-Term Disability insurance benefits on the first of the month following 30 days of service provided you complete enrollment forms within 30 days of hire. Employees hired into a .50 FTE or higher position are eligible for all benefits listed below except Health insurance. Employees hired into a .49 FTE or less position are eligible to participate in Short-Term Disability only.

Health Insurance: You can choose Tier 1 or Tier 2. Tier 1 is a standard co-pay plan. Tier 2 is a High Deductible Health Plan (HDHP) with a Health Savings Account (HSA). The County will contribute an amount approved by the County Board, payable as a lump sum to your HSA for Tier 2. You may also elect to contribute to your HSA up to the IRS maximum. You may elect either family or single coverage. The monthly premium will be split between the County and the employee.

Dental Insurance: You may elect either family or single coverage. The county shall pay 100% (single or family) of the premium for a full-time and 50% (single or family) of the premium for a part-time employee enrolled in dental insurance.

Life Insurance: The County provides you with term life insurance in an amount equal to $50,000. You have the option of purchasing additional coverage for yourself, spouse, and/or dependent children.

Short-Term Disability Insurance: The County provides you with Short-Term Disability Insurance with premiums paid by the employer.

LTD Insurance: The County provides you with Long-Term Disability Insurance. The monthly premium is 0.83% of your insured monthly wages. The County shall pay 67% of the premium & the employee shall pay 33% of the premium.

Vison Insurance: You may elect to participate in Vision insurance. The employee electing coverage shall pay 100% (single or family) of the premium for vision insurance.

WISCONSIN RETIREMENT: You are covered under the Wisconsin Retirement System if you are expected to work a minimum of 1200 hours per year for a period of one year or more. The WRS provides you with separation, disability or retirement benefits upon termination. The payment is split between the county and employee, as prescribed by state law. Employees expected to work less than 1200 hours per year will not receive this benefit.

EDUCATIONAL ASSISTANCE: After completing 6 months of employment, you are eligible to participate in the Educational Assistance Program and receive partial reimbursement for tuition upon completion of approved courses.

TAX-SHELTERED BENEFITS: You may elect to participate in the following tax-sheltered benefits:

Deferred Compensation (S457 plan)

Medical Spending Account (S125 plan)

Dependent Care Plan (S125 plan)

Health Savings Account (S223 plan)

WORKERS COMPENSATION: You are covered by Workers Compensation for any illness or injury arising out of your employment. Medical expenses and compensation for lost time are paid from the workers' compensation plan. In addition, the County will supplement the workers' compensation lost-time payment for up to 1 year, making you whole on a "net-check" basis.

DIRECT DEPOSIT: You are required to participate in direct deposit of your paycheck to a banking institution of your choice.

EMPLOYEE ASSISTANCE PROGRAM: You and your family are encouraged to use the Employee Assistance Program for help in addressing confidential family and financial matters. EAP services are provided through Curalinc. Please call 888-881-5462 for help.

BEREAVEMENT LEAVE: You will receive pay for up to 3 days for the purpose of bereavement over the death of your spouse, child, step-child, parent, step-parent, brother, sister, grandparent, grandchild, mother-in-law, father-in-law, or other member of the immediate household (excluding renters).

You will receive up to 1 day of pay for the death of your brother-in-law, sister-in-law, son-in-law, daughter-in-law, aunt, uncle, niece or nephew.

JURY DUTY: Your regular wages will be made-whole for any time you are required to serve on jury duty.

MILITARY LEAVE: Your regular wages will be made-whole for up to two weeks for you to meet your annual two-week reserve duty obligation. Extended military leaves are provided in accordance with state and federal laws.

LEAVE OF ABSENCE: You are required to request a leave of absence in writing and a minimum of 15 calendar days prior to your expected absence. All leaves are subject to approval of the Human Resources Department and are at the discretion of the County's representative, except as otherwise required by law. Under emergency situations, the leave papers must be submitted within 5 days after the absence begins. Periods of absence less than 5 days may be approved by your department head.

Note: This Summary provides only a brief outline of your benefits. All benefit terms and conditions are subject to the specific provisions of plan documents, policies, and/or legal rules and regulations. These benefits are subject to change from time to time by action of the County Board and/or Human Resources Committee.

01

Do you have a valid driver's license?

+ Yes

+ No

02

Please indicate below your highest level of education completed.

+ No High School Diploma/GED

+ High School Diploma/GED

+ Some College/Tech School

+ Associate's Degree

+ Bachelor's Degree

+ Master's Degree

+ Doctoral Degree

03

If you hold a degree, please list what area your degree is in. If you do not hold a degree, please put "N/A" below.

04

Do you have supervisory experience?

+ Yes

+ No

05

Indicate the number of years of relevant prior experience you have.

06

Please detail your experience in HIPAA, Civil Rights Compliance and Records Management Compliance including record retention, confidentiality and release of information.

07

Please detail your experience working with an Electronic Health Record System. If none, please put "N/A."

Required Question

Employer

Walworth County

Address

Phone

262-741-7950

Website

http://www.co.walworth.wi.us

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