Supervisor, Document Management
University of Miami

Job Info

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Current Employees:

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The Department of Health Information Management has an exciting opportunity for a Full Time Supervisor, Document Management to work at UHealth. The Supervisor, of Document Management oversees the day-to-day activities of staff in charge of record pick-up, prepping, scanning, and indexing. The incumbent assumes responsibility for the overall processing of electronically stored records and monitors and maintains acceptable quality standards and turnaround goals.

• Oversees daily workflow activities, and provides performance monitoring and feedback.
  
• Trains new staff and implements an ongoing educational program for department staff.
  
• Works directly with internal and external teams to proactively identify issues and assist in their resolution.
  
• Performs ongoing quality audits and provides ongoing feedback to staff and management.
  
• Prioritizes requests for corrections.
  
• Compiles weekly and monthly productivity reports and graphs.
  
• Acts as a liaison between end users and the department.
  
• Informs administrative, medical, and patient care staff of changes to the medical repository structure, established procedures or clinical document workflow.
  
• Maintains current knowledge of security requirements, policies, and procedures by attending education programs focused on industry trends and industry offerings for scanning services.
  
• Establishes and continuously assesses the effectiveness of the internal controls within the unit and compliance with University policies and procedures. Ensures employees are trained on controls within the function and on University policy and procedures.
  

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

MINIMUM QUALIFICATIONS

• Bachelor's Degree in relevant field
  
• Minimum 3 years of relevant experience
  
• RHIA or RHIT preferred
  
• Knowledge of business and management principles
  
• Ability to direct, manage, implement, and evaluate department operations.
  
• Ability to establish department goals and objectives that support the strategic plan.
  
• Ability to effectively plan, delegate and/or supervise the work of others.
  
• Ability to lead, motivate, develop and train others..
  
• Medical terminology and advanced knowledge of Microsoft Excel (import, export, graphs, pivot tables, formulas), Word, and Outlook
  
• Familiarity with EHR and scanning software in use at UHealth, preferred
  
• Previous experience in medical record management, preparation, scanning, and indexing activities, customer communication, and regulatory requirements related to privacy and security, preferred
  
• Previous experience or education in staff management including onboarding, scheduling, training, and coaching, preferred.
  
• Knowledge of business and management principles
  
• Ability to direct, manage, implement, and evaluate department operations.
  
• wo years of health information management experience in an acute care setting with electronic health records
  
• Ability to establish department goals and objectives that support the strategic plan.
  

Department Specific Functions

• Ensures efficient operation of pick up, prepping, scanning, indexing, storage, historical record keeping, and destruction of legal medical records for UHealth. The Supervisor, Document Management is knowledgeable of the workflow, creates and maintains department policies and procedures, orients and trains new staff, conducts education and cross training for existing staff, conducts daily huddles with staff, and advises Manager, Document Management of any issues for follow up.
  
• Tracks and trends metrics for each area including quality and productivity. Metrics are evaluated annually for relevance and appropriateness. Quality data, including errors, is tracked by employee and education implemented for any areas where quality is not at 95% or better. Error work queues are monitored and resolved in a timely manner. Productivity data is tracked and trended utilizing reports from various systems and shared with the Manager, Document Management.
  
• Reviews staffing schedule daily and updates electronically for any schedule change or time off requests. Time off requests from staff are approved in a timely manner according to HIM department policy and coverage is arranged according to skill set and availability and included in the staffing schedule. Any schedule changes that cannot be accommodated are reviewed with the Manager, Document Management. Provides coverage for Health Information Management staff roles if other scheduling options are not available.
  
• Establishes and assigns daily work priorities, assesses needs, and ensures daily objectives and stretch goals are established and met in each functional area. Utilizes reports, dashboards, and work queues to monitor levels of work in each area and adjust staffing levels as needed.
  
• Serves as the first point of escalation for workflow changes, technical challenges, urgent requests and customer concerns. Identifies and troubleshoots system issues; escalates technical or system issues for resolution. Addresses safety/engineering concerns in a timely manner and follows all items through to completion.
  
• The Supervisor, Document Management will ensure staff are provided and maintain any tools and supplies required for the efficiency of the operations.
  
• Participate in special projects that impact Health Information Management as requested. This includes but is not limited to, testing of software updates, support for new/modified functionality, regulatory preparedness, and projects to improve quality of data in the electronic health record
  
• Participate in and implement any process improvement strategies identified regarding workflow and staff wellbeing.
  

Any appropriate combination of relevant education, experience and/or certifications may be considered.

#LI-NN1

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

Patient safety is a top priority. As a result, during the Influenza ("the flu") season (September through April), the University Of Miami Miller School Of Medicine requires all employees who provide ongoing services to patients, work in a location (all Hospitals and clinics) where patient care is provided, or work in patient care or clinical care areas, to have an annual influenza vaccination. Failure to meet this requirement will result in rescinding or termination of employment.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

Job Status:
Full time

Employee Type:
Staff

Pay Grade:
H7

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