Document Management Specialist

The Health Information Management (HIM) Specialist is responsible for maintaining, organizing, and digitizing patient records to ensure the accuracy and availability of clinical data. This role involves utilizing scanning technology, reconciling patient documents, troubleshooting systems, and providing excellent customer service to internal and external stakeholders.

Key Responsibilities:

1. Document Management:

   • Maintain electronic medical records, paper charts, microfiche, microfilms, and CD-ROMs.
   • Reconcile discharged patient records from inpatient and surgical services units.
   • Prepare and scan paper documents into electronic images using scanning technology.

2. Quality Control:

   • Conduct qualitative image reviews for accuracy and consistency of patient demographics.
   • Perform equipment checks to ensure proper scanner functionality at the start of each shift.

3. Technical Support:

   • Troubleshoot imaging problems and resolve inaccurate indexing information.
   • Identify and address errors with the ADT interface by coordinating with the HIM application team or vendor.

4. Data Access & Retrieval:

   • Locate clinical data across systems and provide requested information to record requestors.
   • Assist clinicians with accessing patient data during system downtimes.

5. Customer Service:

   • Answer phones promptly and provide high-level customer service.
   • Update patient information in the system as necessary.

6. Collaboration & Administration:

   • Act as a liaison between HIM and storage vendors for chart and microfilm storage/retrieval coordination.
   • Maintain daily workflow performance statistics and prepare reports as needed.
   • Assist with special projects and other duties assigned by management.

Qualifications:

 Education & Experience:

• High School Diploma or GED.
• One year of experience in Health Information Management, preferably with scanning and medical terminology exposure.

Skills & Competencies:

• Proficiency in Microsoft Windows, Word, and Excel.
• Familiarity with electronic health records (EHR) systems is preferred.
• Strong organizational skills with the ability to manage multiple projects simultaneously.
• Ability to work independently and maintain attention to detail.
• Excellent communication and customer service skills.