Supervisor Document Imaging

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.