Supervisor Document Imaging

Job description

Supervises and oversees the management, scanning, and digital processing of patient health information and medical record organization across clinic and hospital departments. Maintains the accuracy and completeness of patient medical records while ensuring adherence to federal, state, and organizational requirements and policies. Ensures all patient health information is accurately and timely incorporated into the electronic medical record (EMR) to support continuity of care, while safeguarding the accuracy, integrity, and security of the patient record. Serves as the primary point of contact for document imaging operations and health record management activities. Develops and maintains collaborative relationships with clinical departments and leadership to ensure document imaging and record management functions support the accuracy, completeness and integrity of the patient medical record. SCHEDULE: Monday-Friday Day Hours MAJOR RESPONSIBILITIES & DUTIES: Hires, onboards, performance manages, coaches, mentors, and professionally develops Document Imaging Specialists. Supervises day-to-day document imaging functions, workload, provides direction, and monitors performance to ensure quality and timeliness standards are achieved. Develops and maintains tracking tools to measure document management quality, accuracy, and turnaround times. Performs regular audits of digital records to identify errors and inconsistencies and implements corrective measures to support compliance and continuous improvement. Leads document imaging and record management efforts for BTNRH, providing expertise, guidance, and operational support to maintain record integrity and accessibility. Trains and supervises personnel on proper handling, scanning, and indexing of patient health information documents. Plans, coordinates, and delivers training, orientation, and in-service programs related to document imaging workflows, equipment and software applications. Oversees compliance of document imaging operations with HIPAA, state regulations, and organizational standards. Safeguards the confidentiality and integrity of patient health information, ensuring documents/records are accurately indexed, securely maintained, and easily accessible. Collaborates with clinical departments and leadership to ensure document imaging operating standards, policies and procedures are consistently applied; facilitate concerns and issues promptly, effectively and efficiently. Oversees direct reports’ work schedules and timecards to ensure appropriate staffing and accurate payroll processing. Leads staff meetings and individual one-on-one discussions to promote open communication, discuss operational updates, promote continuous improvement, strengthen team engagement, foster a collaborative work environment, and support employee growth and performance goals. Participates in the BTNRH Forms Committee approval process for all new/revised medical record forms. Creates, updates, and implements policies and procedures related to document management operations and the processing of incoming fax documents to ensure consistency, compliance, and operational efficiency. Tracks, trends, analyzes document imaging workflows, staffing, productivity and quality metrics. Implements process improvements and identifies educational and training opportunities to enhance operational efficiency and performance. Maintains the BTNRH document type crosswalk, including reviewing and implementing updates as needed to support efficient document classification and retrieval. Functions as the subject matter expert for document imaging responsibilities, serving as the key point of contact and liaison with IT Clinical Systems to ensure effective system integration and operational support. Provides outstanding customer service by serving as the primary contact for document imaging operations. Responds to inquiries, coordinates requests, and resolves concerns with professionalism, accuracy, and efficiency while maintaining a customer-focused approach. Indexes patient documents in the event of backlog of work to maintain timeliness standards. Manages the retention and destruction of records in accordance with organizational policies, regulatory requirements, and record retention schedules. KNOWLEDGE, SKILLS, AND ABILITIES: Ability to supervise and lead staff, manage employee performance and foster a collaborative workplace culture. Working knowledge of medical record management functions, workflows, and best practices related to the management of patient health information. Knowledge of health care documentation standards and medical terminology. Ability to uphold the highest standards of confidentiality and privacy by safeguarding patient health information and ensuring compliance with all applicable state and federal regulations, and organizational policies. Ability to manage diverse staff and organize departmental workflows, balancing priorities and resources to achieve established deadlines and performance expectations. Excellent organization and time-management skills with the ability to effectively prioritize and manage multiple responsibilities and tasks simultaneously with high degree of detail. Exhibits a high degree of professionalism and human relations skills, effectively collaborating with clinical personnel, department leaders, administration, staff, patients and families. Proficiency with electronic medical records systems, document imaging systems, and Microsoft Office applications. Ability to learn computer-based systems and technologies while providing clear, effective training and support to staff. Utilizes strong interpersonal and conflict-resolution skills to address issues constructively while encouraging open dialogue, teamwork, and effective problem-solving. Ability to communicate effectively, both verbally and in writing, with staff, providers, leadership, and other stakeholders. REQUIRED QUALIFICATIONS: Associate degree in Health Information Management, HealthCare, Business, or related field or an equivalent combination of education, training and experience required. Minimum of three years of experience in a health information (medical records) department of a hospital or clinic required. Minimum of one year experience in a supervisory or management role, with demonstrated leadership and team oversight responsibilities required. Experience utilizing electronic medical record (EMR) systems and related software applications to manage, maintain, and access computerized patient health information required. Other Duties: This job description incorporates the essential functions and duties required for this position. However, other duties may be required and assigned at times and as determined by a supervisor in order to meet the needs of the organization. Serves as a role model in carrying out activities and behaviors that reflect the values and principles of the Boys Town mission. PHYSICAL REQUIREMENTS, EQUIPMENT USAGE, WORK ENVIRONMENT: Position is relatively sedentary in a normal office administrative environment involving minimum exposure to physical risks. Will use office equipment such as a computer/laptop, monitor, keyboard, and a general workstation set-up. Care and respect for others is more than a commitment at Boys Town – it is the foundation of who we are and what we do. At Boys Town, we cultivate a culture of belonging for all employees that respects their individual strengths, views, and experiences. We believe that our differences enable us to be a better team – one that makes better decisions, drives innovation, and delivers better business results. About Boys Town: Boys Town has been changing the way America cares for children and families since 1917. With over a century of service, our employees have helped us grow from a small boardinghouse in downtown Omaha, Nebraska, into one of the largest national child and family care organizations in the country. With the addition of Boys Town National Research Hospital in 1977, our services branched out into the health care and research fields, offering even more career opportunities to those looking to make a real difference. Our employees are our #1 supporters when it comes to achieving Boys Town's mission, which is why we are proud of their commitment to making the world a better place for children, families, patients, and communities. A unique feature for employees and their dependents enrolled in medical benefits are reduced to no cost visits for services performed by a Boys Town provider at a Boys Town location. Additional costs savings for the employee and their dependents are found in our pharmacy benefits with low to zero-dollar co-pays on certain maintenance drugs. Boys Town takes your mental health seriously with no cost mental health visits to an in-network provider. We help our employees prepare for retirement with a generous match on their 401K or 401K Roth account. Additional benefits include tuition reimbursement, parenting resources from our experts and professional development opportunities within the organization, just to name a few. Working at Boys Town is more than just a job, it is a way of life. This advertisement describes the general nature of work to be performed and does not include an exhaustive list of all duties, skills, or abilities required. Boys Town is an equal employment opportunity employer and participates in the E-Verify program. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and/or expression, national origin, age, disability, or veteran status. To request a disability-related accommodation in the application process, contact us at 1-877-639-6003.