Document Imaging Analyst, Part Time-(3300531) - Partners Healthcare System

As a not-for-profit organization, Mass General Brigham is committed to supporting patient care, research, teaching, and service to the community by leading innovation across our system. Founded by Brigham and Women’s Hospital and Massachusetts General Hospital, Mass General Brigham supports a complete continuum of care including community and specialty hospitals, a managed care organization, a physician network, community health centers, home care, and other health-related entities. Several of our hospitals are teaching affiliates of Harvard Medical School, and our system is a national leader in biomedical research.

We’re focused on a people-first culture for our system’s patients and our professional family. That’s why we provide our employees with more ways to achieve their potential. Mass General Brigham is committed to aligning our employees’ personal aspirations with projects that match their capabilities and creating a culture that empowers our managers to become trusted mentors. We support each member of our team to own their personal development—and we recognize success at every step.

Our employees use the Mass General Brigham values to govern decisions, actions, and behaviors. These values guide how we get our work done: Patients, Affordability, Accountability & Service Commitment, Decisiveness, Innovation & Thoughtful Risk; and how we treat each other: Diversity & Inclusion, Integrity & Respect, Learning, Continuous Improvement & Personal Growth, Teamwork & Collaboration.

The Opportunity

Reporting directly to the Manager of Health Information Management (HIM) and under the general guidance of the Team Leads of Record Management, the Document Imaging Analyst assists with the daily functions of the department’s scanning and file room operations.

The Document Imaging Analyst works collaboratively with various members of the HIM team to accurately and efficiently pick up, process, analyze, prepare and scan patient medical record information in support of the hospital’s mission to deliver the best health care to the diverse communities we serve.

The Document Imaging Analyst assists with retrieval, delivery and refiling of the hospital’s paper medical record when needed for treatment (patient care), payment, operations, or research purposes for all Mass General Brigham sites.

Principal Duties and Responsibilities

1.Analyzes, prepares, sorts and scans medical record documents into the document management system making certain all documentation scanned belongs in the appropriate patient’s medical record.

2.Prepares batches of documents according to established prepping guidelines and scanswithin specified time frames while meeting productivity & accuracy expectations.

3.Prepares batches of documents according to established pre-prepping guidelines and faxes to the virtual Document Imaging Analyst shared file.

4.Virtually prepares batches on the shared file sending to the auto indexing vendor including other MGB site discharges.

5.Performs a quality assessment (QA) on all pages within a scanned batch making necessary edits before sending the batch to auto indexing in the document management system.

6.Monitors the scanning process for misfed documents and maintains scanning hardware by performing daily cleaning and escalates any issues when necessary.

7.Assists with storage of scanned documentation and eventual destruction, according to department retention guidelines.

8.Performs record collection from designated patient care units/departments within the hospital to facilitate timely prepping and scanning of the paper documents into the legal health record.

9.Retrieves, delivers and returns records from various locations across Mass General Brigham sites including regular bulk deliveries between the medical record offsite storage warehouse, CRCC at 121 Inner Belt Road, Somerville and site locations within established turnaround times.

10.Processes and updates requests for the paper record received via Epic workqueues, pull lists and email.

11.Performs a diligent search to locate all paper records requested with an understanding of how records are cataloged/indexed at the offsite storage warehouse for each of the Mass General Brigham locations.

12.Using the offsite storage warehouse record tracking system, carefully orders and updates records for various Mass General Brigham sites ensuring the appropriate priority and delivery location are selected. Utilize image/scan on demand functionality according to established procedures as directed by Team Lead and/or Manager.

13.Promptly investigates record location problems and communicates results of any search in a timely manner or escalates unresolved issues appropriately to the Team Lead and/or Manager of the unit.

14.Maintains paper records onsite at Inner Belt for Massachusetts General Hospital, taking care to prevent misfiles and keeping shelves clean/clear for easy future retrieval.

15.Carefully and diligently enters/updates the location of all patient records into the Mass General Brigham eCare chart tracking module and/or designated spreadsheets including paper volume management.

16.Works eCare and other reports to account for any overdue records. Conducts “misfile checks” for problem records that cannot be located.

17.Processes pre-eCare paper records received from various Mass General Brigham site departments/practices and sends to the offsite record storage warehouse following established department procedure.

18.Attends required trainings to keep up to date with the latest information systems and imaging functionality.

19.Records daily incoming volume received and productivity of volume of work completed on a daily basis.

20.Report site-based operational issues to Team Leads and/or Manager.

21.Performs related duties as assigned by Team Leads and/or Manager.

22.Uses the Mass General Brigham values to govern decisions, actions and behaviors. These values guide how we get our work done: Patients, Affordability, Accountability & Service Commitment, Decisiveness, Innovation & Thoughtful Risk; and how we treat each other: Diversity & Inclusion, Integrity & Respect, Learning, Continuous Improvement & Personal Growth, Teamwork & Collaboration.

Qualifications

1.High School diploma or equivalent.

2.Previous work in a healthcare area is preferred.

3.1 year digital/electronic document imaging experience preferred.

Skills for Success

1.Organized, detail oriented, and work well in time sensitive situations.

2.Strong interpersonal and customer service skills.

3.Excellent verbal and written communication skills are necessary.

4.Basic Microsoft Office skills are necessary.

5.Collects relevant information to understand problems and issues, e.g. documents for inclusion in the EHR, scanning equipment, escalating urgent record requests, problems finding records, and/or system downtime workflow.

1.Holds self-accountable for complying with policies, procedures and work requirements, e.g. daily reporting, record destruction, scanning guidelines, processing record requests, meeting expected turnaround time and return of records to onsite file room/offsite storage.

6.Able to work independently and in a group/team setting.

7.Ability to perform repetitive tasks for extended periods of time while maintaining a high level of concentration.

8.Ability to locate and file records in terminal digit order.

9.Customer and Patient focused to accurately identify and meet customer and patient needs.

10.Ability to perform work under stressful conditions and manage multiple priorities.

Mass General Brigham is an Equal Opportunity Employer. By embracing diverse skills, perspectives, and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under the law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, perform essential job functions, and receive other benefits and privileges of employment.