Health Information Management

RRM Category: ANCILLARY SERVICES

Overview

The RRM HIM staffing module estimates requirements for Health Information Management (HIM) personnel, including administrators, technicians, coders, and support staff, to ensure the management, integrity, and accessibility of patient health information across the electronic health record (EHR) and associated health information systems.

Staffing is based on minimum levels and workload-driven factors, including Average Daily Patient Load (ADPL), Outpatient Provider Visits (OPVs), admissions, CHA/P encounters, and supervisory responsibilities. Minimum staffing supports baseline operations, while additional staffing reflects increases in patient volume, encounter types, and functions such as coding, document management, and release of information.

Services Description:

The HIM function is responsible for the management and maintenance of patient health records, including ensuring the integrity, confidentiality, and appropriate use of health information, and supporting the security of patient health records, in compliance with applicable regulations and standards. Core activities include monitoring documentation completion, coding, analysis, and finalization within the EHR and associated systems to ensure records are accurate, complete, and available to support patient care, quality improvement, reimbursement, and reporting. HIM supports clinical documentation and data capture across all care settings, including ambulatory, inpatient, telehealth, and CHA/P services, and facilitates and oversees data capture and data quality processes, including validation, coding, document imaging and management, and release of information (ROI), while ensuring patient privacy and confidentiality in accordance with HIPAA and other applicable standards.

Staffing Criteria

HIM Administrator	1 per facility
Assistant HIM Administrator	If staff > 6 then add + FTE
HIM Technician	1 per facility + 1 per 14.3 ADPL
HIM Technician (CHAP)	1 per 40,000 CHAP visits
Coder	1 per Hospital;
	+ 1 per 1,250 Admissions over 1,000;
	+ 1 per 20,000 Outpatient Visits

Non-Credentialed HIM Tech (Scanner) 1 FTE for every 75,000 outpatient visits

Non-Credentialed HIM Tech (Release of Information) 1 FTE for every 50,000 outpatient visits

Staffing Formulae

Driving Variables:

• ADPL
• CHA/P Encounters
• Staffed Supervised
• Admissions
• OPVs

Personnel Categories:

• HIM Administrator
• Assistant HIM Administrator
• HIM Technician
• HIM Technician (CHA/P)
• Coder

Non-Credentialed HIM Technician (Scanner)

Non-Credentialed HIM Technician (Release of Information)

MINIMUM STAFFING LEVELS (fixed):

Plus, VARIABLE STAFFING LEVELS: