Document Management Specialist
: Job Details :

JOB DESCRIPTIONTitle: Document Management SpecialistFLSA Category: Non-Exempt Reports To: Director of Clinical ServicesDate Issued: 09/2024Job Summary:The EMR Document Management Specialist is responsible for ensuring the accurate and timely management of incoming documents within the EMR system. This role involves importing and labeling documents, assigning them to appropriate providers and categories, managing referrals, and handling special document assignments. The ideal candidate will possess a keen attention to detail, strong organizational skills, and a thorough understanding of clinical documentation and EMR systems.Essential Functions:

• Importing Documents:
  • Import documents from incoming faxes into the EMR system, ensuring accuracy and completeness
  • Label documents with appropriate summary information for easy identification and reference
  • Assign documents to the correct provider and categorize them appropriately within the EMR system.
  • Mark referrals as received in the referrals section of the EMR hub, maintaining up-to-date records
  • Delete documents from incoming faxes after they have been properly imported and assigned.
• Special Document Handling:
  • Assign appropriate faxes to the CMA for provider signature
  • Attach faxes to telephone notes for patient prescription refill requests
  • Manage documents related to diagnostic imaging with special handling to ensure compliance with quality measures
• Assist with Referrals:
  • Provide support in the referrals process to ensure smooth workflow and efficient patient care.
  • Reissue referrals that are completed when misplace or needed urgently provide by fax or mail
  • Update referrals with a new specialist based on insurance needs

• Data Transfer and Validation:
• Manually move and update clinical data within the EMR system.
• Ensure all data entries are accurate, complete, and in compliance with regulatory standards.
• Verify the integrity of transferred data by cross-referencing with source documents.
• Correct any data discrepancies and document any data-related issues.
• Documentation and Compliance:
• Adhere to all healthcare regulations and organizational policies regarding data handling and patient confidentiality.
• Correct documents that are not labeled correctly
• Ensure documents are in correct folders and move as indicated
• Participate in audits and quality assurance activities as needed.
• Collaboration and Communication:
• Work closely with the clinical leadership team to identify and address data-related issues.
• Communicate effectively with clinical staff to ensure a clear understanding of data requirements and processes.
• Provide feedback on system improvements to enhance data accuracy and reporting efficiency.
• Skills:
• Strong attention to detail and excellent organizational skills.
• Proficiency with EMR systems and data entry.
• Knowledge of clinical terminology and healthcare regulations.
• Ability to work independently and as part of a team.
• Excellent communication and interpersonal skills.

Nonessential Functions:

Participates in team/staff meetings; attends in-service meetings and applicable workshops.

Performs any and all other duties necessary for patient care.

Supervisory Responsibility- NoneManagerial Responsibilities- NoneSubstitutions- NoneMaximum Qualifications:

• Background in Heath Care with demonstrated working knowledge of EMR systems and data entry to include demonstrated working knowledge of codes, labeling and referral processes with accuracy and attention to detail.
• Minimum of 2 years of experience working with electronic medical records and clinical data.
• Experience in clinical quality reporting and/or healthcare data management is highly desirable.

Core Values:Quality, Respect, Teamwork, Integrity, Equity, Equity, Passion, LoveCompetencies NeededAccountability - Meets established expectations and takes responsibility for achieving results; encourages others to do the same.Communication - Listen and verbally in order to solve problems and provide information and direction, ensuring the experience is a positive one. Record issues and resolutions to maintain accurate records and data for further analysis by management. Organization - Effectively managing tasks and information and organize information to ensure a timely response to questions. Develops and uses systems to organize and keep track of information or work progress. Customer Focus - Connects meaningfully with customers to build emotional engagement and patient advocacy. Simplifies complexity and integrates internal efforts to deliver an optimal customer experience.Time Management - Understands what is required and prioritizes to get tasks/projects completed and establishes/implements an effective course of action (ex. establishes appropriate deadlines). Reprioritizes work efforts based on changing situations and emerging issues (e.g., in response to organizational, systems, and/or schedule changes).Work EnvironmentThis job operates in an outpatient office environment. This role is frequently exposed to {fumes or airborne particles, moving mechanical parts and vibration, and high stress situations or events.Physical and Mental Demands

Ability to cope with stress.

The person in this position needs to occasionally move about inside the clinic.

Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine and computer printer.

The person in this position frequently communicates with patients and/or employees. Must be able to summarize and exchange accurate information.

Must be able to lift or catch patient weighing more than 50 pounds in the event of emergency.

Performs with frequent interruption or distractions.

Adjust priorities quickly as circumstances dictate.

Ability to interact appropriately with colleagues for different purposes in different context.

Ability to perceive the nature of sound.

Expressing or exchanging information by means of the spoken word, or to convey detailed spoken instructions accurately, loudly or quickly.

Ability to judge distances and spatial relationships to perceive objects where and as they actually are.

Cognitive ability to analyze, count, summarize and synthesize information from multiple sources.

Ability to recognize social or professional behavioral cues.

ComplianceThis position requires compliance with Greater Baden Medical Services ( Health Center's) compliance standards, including its Standards of Conduct, Compliance Program, and policies and procedures. Such compliance will be an element considered as part of the Document Management Specialist's regular performance evaluation.Language SkillsAbility to read and interpret written or verbal documents and instructions. Ability to speak effectively to patients, employees and/or stakeholders of the organization.Travel Must be able to drive between Greater Baden Medical Services, Inc. locations as required.