Document Control Specialist

Thomas Jefferson University • Philadelphia, PA

5d • 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 ensures documents have clear patient identifiers, service dates, authentication, and other required information in accordance with applicable regulatory requirements. The specialist assigns records to the correct patient, encounter, document type, and, where applicable, order in the EHR, providing timely, accurate, and accessible electronic patient health information. In coordination with the Manager of HIM Document Management & Record Integrity, the specialist helps ensure clinical documentation is available in the EHR within 24 hours of creation or another defined timeframe.

The position involves handling paper records and RightFax documents, preparing and scanning pages, validating scanned images against paper records, correcting indexing issues, and maintaining scanning equipment and supplies. The specialist may pick up and deliver documents across medical practices and hospital units and track discharged patient records. The work schedule is assigned and may include weekends and holidays to maintain coverage for a seven-day-a-week scanning operation. The role requires walking around campus and pushing a workstation on wheels weighing over 50 pounds.

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 are included.
• 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 quality-check paper documentation for hospital and Jefferson University Practices medical records.
• Ensure documents are aligned, maintained, and uniform in Epic and Onbase.
• Pick up and deliver documents from medical practices and hospital units to the HIM central location; track and verify receipt of discharged patient records.
• Prepare pages for scanning, including removing staples and ensuring documents are readable.
• Verify that appropriate patient identification appears on every page, on both sides where applicable.
• Scan medical record documentation promptly and inspect the quality of each scanned document.
• Index documents to the correct patient, encounter, document type, and document date; associate order-related documents with the correct order number.
• Review RightFax documents to determine whether they should be routed to Clinical Support personnel, then index them according to established guidelines.
• Compare paper records with scanned images to ensure the electronic record is complete and legible.
• Assist with correcting documents scanned or indexed by other departments, including re-indexing document types, removing duplicates, and moving documents to the correct encounter or patient record.
• Inspect scanning and indexing equipment daily, keep it clean, and report supply inventory to management as needed.
• 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 coverage
• Flexible spending accounts
• Retirement plans
• Tuition assistance
• Voluntary benefits with 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

What This Job Offers

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