What are the responsibilities and job description for the Document Management Technician - Supervisor (28946) position at ExamWorks?
Description
SUMMARY
The Document Management Technician Supervisor is responsible to oversee department staff and daily workflow within the department to ensure all examinee charts are processed correctly, delivered within the required timeframe and handled with the highest level of accuracy and in compliance with all regulatory and company policies and procedures.
Minimum Required Qualifications
Education and/or Experience
High school diploma or equivalent required. A minimum of three years related experience; or equivalent combination of training and experience preferred. Experience in a medical office preferred.
Certificates, Licenses, Registrations
No specific requirements.
Essential Job Functions
ESSENTIAL COMPETENCIES
Qualifications
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This Position Generally Consists Of
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
SUMMARY
The Document Management Technician Supervisor is responsible to oversee department staff and daily workflow within the department to ensure all examinee charts are processed correctly, delivered within the required timeframe and handled with the highest level of accuracy and in compliance with all regulatory and company policies and procedures.
Minimum Required Qualifications
Education and/or Experience
High school diploma or equivalent required. A minimum of three years related experience; or equivalent combination of training and experience preferred. Experience in a medical office preferred.
Certificates, Licenses, Registrations
No specific requirements.
Essential Job Functions
- Directly manage the department staff and ensure all administrative functions are handled with the highest level of quality and in the most effective and efficient manner possible.
- Plan, prioritize and manage the daily workload and ensure the appropriate and equitable distribution of work is maintained in order to meet all required timelines.
- Responsible to ensure all records are shipped out to physicians and/or clients within required timeframes and appropriate file storage is maintained at all times.
- Support department staff by answering questions and providing direction as needed.
- Assist promptly in resolution of any physician and/or customer complaints or quality assurance issues.
- Perform clerical duties such as typing, filing, emailing, and proofreading as required.
- Promote effective and efficient utilization of all department resources and supplies.
- Ensure the confidentiality of examinee personal and financial information is protected at all times and in accordance with HIPAA regulations.
- Delegate work as needed and provide backup to departmental staff as needed.
- Provide insight and direction to upper management on department procedure, product quality and compliance with all company policies and procedures.
- Participate in the development and implementation of policies and procedures in order to promote and achieve the most efficient operation possible.
- Participate in various educational and or training activities as required.
- Perform other duties as assigned.
- Carrying out all responsibilities in accordance with the company’s standards, policies, and all applicable employment laws.
- Managing and monitoring workflow and providing support, training, and techniques to assist staff in achieving department daily/weekly/monthly goals and standards.
- Encouraging positive morale, maintaining harmony among staff, and resolving grievances when necessary.
- Overseeing the completion and approval of employee timecards and coordinating overtime needs with management and staff as needed.
- Actively participating in the department’s staffing requirements including hiring, onboarding, and separating of employees
- In conjunction with management, creating and implementing plan to meet department’s goals and metrics based on workload and client needs.
- Communicating change effectively and supporting those affected by change.
- Supervising insubordinate staff when warranted and initiating coaching or corrective actions as required and/or directed by upper management.
- Evaluating staff needs and performance, providing periodic feedback to staff and reporting any performance concerns and/or recommendations growth opportunities to management.
- Actively participating and successfully conducting annual performance evaluations.
ESSENTIAL COMPETENCIES
Qualifications
- Must possess a working knowledge of medical legal aspects of medical records and health information principles and/or liability.
- Must possess knowledge of general computer, fax, copier, scanner, and telephone.
- Must be knowledgeable of multiple software programs, including but not limited to Microsoft Word, Outlook, Excel, and the Internet.
- Must have a full understanding of HIPAA regulations and compliance.
- Ability to follow instructions and respond to upper managements’ directions accurately.
- Ability to analyze problems involving multiple interrelated causes. Where necessary, gather information and apply complex concepts or methods to generate an effective solution.
- Must demonstrate accuracy and thoroughness. Looks for ways to improve and promote quality and monitors own work to ensure quality is met.
- Must demonstrate exceptional communication skills by conveying necessary information accurately, listening effectively and asking questions where clarification is needed.
- Must be able to work independently, prioritize work activities and use time efficiently.
- Must be able to maintain confidentiality.
- Must be able to demonstrate and promote a positive team -oriented environment.
- Must be able to stay focused and concentrate under normal or heavy distractions.
- Must be able to work well under pressure and or stressful conditions.
- Must possess the ability to manage change, delays, or unexpected events appropriately.
- Ability to follow all company policies and procedures in effect at time of hire and as they may change or be added from time to time.
- Ability to read, analyze and interpret common correspondence, medical records and legal documents.
- Ability to write clearly and informatively and edit own work for appropriate spelling and grammar.
- Ability to respond appropriately and professionally to common inquiries or complaints from customers, physicians, management, and/or members of the business community.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This Position Generally Consists Of
- Ability to work at a desk or similar office-type furnishings up to 8 hours a day or longer as required by business needs.
- Ability to operate a computer up to 4 hours at a time.
- Ability to travel to different floors of the office or other locations.
- Ability to move throughout the office.
- Occasionally lifting and/or carrying up to 20 lbs.
- Occasionally pushing/pulling up to 20 lbs.
- Occasionally subject to bending, squatting or twisting.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Extended hours are occasionally required beyond the regular eight (8) hour work day.
- The noise level in the work environment is usually moderate.
