Document Control Specialist

Jefferson Health Plans • Philadelphia, PA

1d • Onsite

About The Position

The Document Control Specialist prepares, scans, indexes, and quality reviews clinical paper documentation, including hospital and physician practice medical records, for Jefferson Health Center City. The role verifies that documentation includes clear patient identifiers, service dates, authentication, and other required elements; assigns documents to the correct patient, encounter, document type, and, when applicable, order in the EHR; and helps ensure accurate, timely, and accessible electronic patient health information. The position works with the Manager of HIM Document Management & Record Integrity to make clinical documentation available in the EHR within 24 hours of creation or within another defined timeframe.

The role handles documentation for Jefferson University Practices and hospital units, including preparing pages for scanning, transporting and tracking records, inspecting scanned images, and correcting indexing issues. It also assesses documents received through RightFax for appropriate routing and maintains scanning equipment and supply reporting. Work is performed according to established processes and applicable regulatory requirements, with a schedule that may include weekends and holidays to support a seven-day scanning operation.

Requirements

• High school graduate or equivalent GED.
• Prior experience scanning and/or indexing documents in an EHR.
• Knowledge of medical record imaging format and content.
• Ability to review records and verify patient identifiers.
• Ability to perform job functions and make decisions with limited supervision.
• Ability to interact with healthcare providers.
• Good organizational skills and ability to prioritize tasks.
• Good communication skills.
• Ability to walk around campus and push a workstation on wheels weighing over 50 pounds.

Nice To Haves

• Experience in Health Information Management.

Responsibilities

• Prepare, scan, index, and perform quality analysis of paper medical records for hospital and Jefferson University Practices.
• Ensure documents are aligned, maintained, and uniform in Epic and Onbase.
• Pick up and deliver documents between medical practices or hospital units and the HIM central location; track and verify receipt of discharged patient records.
• Prepare pages for scanning by removing staples and ensuring documents are readable.
• Verify that appropriate patient identification appears on every page, including both sides.
• Scan medical record documentation promptly and inspect the quality of each scanned document.
• Manually index documents to the correct patient, encounter, document type, and date; associate order-related documents with the correct order number so the order closes in the EHR.
• Assess RightFax documents for routing to Clinical Support personnel under established guidelines and index them appropriately.
• Perform qualitative review comparing paper records with scanned images to verify the electronic record is complete and legible.
• Assist with corrections to documents scanned or indexed by other departments, including re-indexing, removing duplicates, and moving documents to the correct encounter or patient record.
• Inspect scanning and indexing equipment daily, keep equipment clean, and report supply inventory to management as needed.
• Interact with coworkers, visitors, and other staff consistently with Jefferson's values.
• Maintain the assigned work schedule, which may include weekends and holidays.

Benefits

• Medical insurance, including prescription coverage
• Supplemental insurance
• Dental insurance
• Vision insurance
• Life and AD&D insurance
• Short- and long-term disability insurance
• Flexible spending accounts
• Retirement plans
• Tuition assistance
• Voluntary benefits, including access to group insurance rates and discounts
• Tuition discounts at Thomas Jefferson University after one year of full-time service or two years of part-time service
• Access to medical insurance, including prescription coverage, for all colleagues, including those working less than part-time

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED