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Supervisor, Scanning
Company: University of Miami
Location: Coral Gables, FL
Employment Type: Full Time
Date Posted: 08/19/2022
Expire Date: 10/19/2022
Job Categories: Healthcare, Other
Job Description
Supervisor, Scanning
The department of Health Information Management has an exciting opportunity for a Full Time Supervisor, Scanning to work at UHealth. The Supervisor, Scanning 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.
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.
Maintains current knowledge of security requirements, policies, and procedures by attending education programs focused on industry trends and industry offerings for scanning services.
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
RHIA or RHIT preferred
Minimum 3 years of relevant experience
Knowledge, Skills and Attitudes:
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.
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.
Any relevant education, certifications and/or work experience may be considered.
Contact Information
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