Transcription Coordinator, HIM

Hackensack Meridian Health•Edison, NJ

18h•Onsite

About The Position

Our team members are the heart of what makes us better. At Hackensack Meridian Health we help our patients live better, healthier lives — and we help one another to succeed. With a culture rooted in connection and collaboration, our employees are team members. Here, competitive benefits are just the beginning. It’s also about how we support one another and how we show up for our community. Together, we keep getting better - advancing our mission to transform healthcare and serve as a leader of positive change. The Transcription Coordinator, HIM is responsible for managing and coordinating the daily workflow of the clinical transcription process. This role serves as the central point of contact for all dictation and transcription services, ensuring the timely, accurate, and efficient conversion of dictated provider reports into written documents for inclusion in the patient's official electronic health record (EHR). The coordinator acts as a liaison between physicians, transcription staff (in-house or vendor), and the HIM department to resolve issues and maintain a smooth, uninterrupted workflow.

Requirements

High School diploma, general equivalency diploma (GED), and/or GED equivalent programs.
Minimum of three (3) years of experience as a medical transcriptionist in an acute care or multi-specialty clinic setting.
Expert knowledge of medical terminology, anatomy, physiology, disease processes, and pharmacology.
In-depth understanding of various medical report types (e.g., History & Physicals, Operative Reports, Discharge Summaries, Consultations).
Proficiency with dictation/transcription platforms (e.g., MModal, Nuance/Dragon, Fluency for Transcription) and Electronic Health Record (EHR) systems.
Highly organized with a strong ability to multitask and prioritize in a fast-paced environment.
Meticulous attention to detail and a commitment to accuracy.
Strong analytical and troubleshooting skills to effectively identify and resolve issues.
Comfortable working with various software applications and troubleshooting basic technical problems.
Ability to work effectively and collaboratively with physicians, staff, and vendors, often under pressure.
Ability to work independently with minimal supervision.
Excellent verbal and written communication skills, with a professional and courteous demeanor.
Proficient computer skills that include but are not limited to Google Suite and/or Microsoft Office platforms.

Nice To Haves

Associate's degree in Health Information Technology or a related field.
Previous experience in a lead, coordinator, or quality assurance role within a transcription environment.
Experience working with and managing third-party transcription vendors.
Experience with Epic or Cerner EHR systems.
Certification as a Registered Health Information Technician (RHIT) or Certified Healthcare Documentation Specialist (CHDS).

Responsibilities

Monitor all dictation system queues to ensure a continuous flow of work.
Prioritize STAT, urgent, and aged reports to meet established turnaround time (TAT) standards.
Manage the electronic submission of work to third-party transcription vendors.
Track the status of all dictated reports from dictation to final signature in the EHR.
Identify and resolve workflow backlogs, system errors, or other issues that may impede production.
Perform quality assurance (QA) checks on transcribed documents, reviewing for formatting, completeness, and obvious errors such as incorrect work type or incorrect patient demographics
Investigate and resolve issues related to missing incomplete dictations.
Serve as the primary point of contact for physicians, clinicians, and other hospital staff regarding dictation system issues, missing reports, or transcription inquiries.
Provide basic troubleshooting support for provider dictation equipment (e.g., handheld recorders, phones) and software.
Act as the operational liaison with any third-party transcription vendor(s), monitoring their performance against contractual TAT and quality standards.
Communicate effectively with physicians and their support staff to resolve questions about specific dictations or reports.
Collaborate with the IT department to troubleshoot system-level issues with the dictation or transcription platforms.
Provide regular feedback to transcriptionists or the vendor manager regarding quality trends or recurring errors.
Generate and maintain daily, weekly, and monthly reports on transcription volumes, turnaround times, quality scores, and staff/vendor productivity.
Assist in maintaining physician profiles and settings within the dictation system.
Document all system issues and resolutions for future reference.
Assist the HIM leadership team with special projects related to documentation, workflow improvement, or system upgrades.
Other duties and/or projects as assigned.
Adheres to HMH Organizational competencies and standards of behavior.