Document Imaging Analyst I

POSITION SUMMARY

The Document Imaging Analyst is responsible for accurately preparing, scanning, indexing, and validating medical record documentation to ensure timely availability of complete and accurate patient information within the electronic health record (EHR). This role supports record integrity, regulatory compliance, and continuity of patient care by performing high‑quality document imaging functions for both hospital and ambulatory services. The role performs various clerical duties, provides customer service to internal departments, assists with routine documentation inquiries, and maintains competency across all core-imaging workflows. Each team member develops expertise in an assigned specialty area while remaining cross‑trained to support all scanning and indexing functions. 

MINIMUM REQUIREMENTS

Education:

1. High School graduate or equivalent required 

2. Graduate of an approved Health Information Management Technology or Medical Secretarial program preferred.

Experience:

1. No previous work experience required

2. Two years of relevant experience in health-related field preferred

3. Previous Epic experience preferred

Knowledge, Skills, Abilities:

1. Strong attention to detail and commitment to accuracy

2. Ability to work efficiently in a fast‑paced, production‑driven environment

3. Basic understanding of medical terminology preferred

4. Proficiency with computers, scanners, and electronic health record systems

5. Strong organizational and time‑management skills

6. Ability to communicate effectively with clinical and non‑clinical staff

7. Ability to maintain confidentiality in accordance with HIPAA and organizational policies

8. Accepts additional assignments from management as required, meets time frames as indicated

9. Fosters a spirit of teamwork by seeking out opportunities to assist others

License/Certification/Registration:

None required

SUPERVISION RECEIVED

Receives general supervision from the HIM Manager, Supervisor, Lead or designee.

SUPERVISION GIVEN

None

ESSENTIAL FUNCTIONS

Document Preparation, Scanning & Indexing

1. Run inventory reports listing discharged charts for reconciliation
2. Make rounds to all clinical areas within the hospital to pick up all concurrent and discharged patient documentation
3. Prepares all incoming documentation for scanning, including sorting, organizing, removing staples, and ensuring legibility
4. Scans medical record documents into the EHR following established HIM standards and procedures
5. Indexes documents to the correct patient, encounter, and document type with a high degree of accuracy
6. Ensures proper image quality, orientation, and completeness before finalizing documents in the EHR
7. Cross‑trains and maintains competency in all hospital and clinic scanning and indexing workflows

Quality Assurance & Record Integrity

1. Performs routine quality checks to identify and correct scanning or indexing errors
2. Removes duplicate pages, corrects rotation, and rescans poor‑quality images as needed
3. Verifies Advance Care Planning documents and ensures correct placement within the EHR
4. Ensures documentation meets regulatory and organizational standards for accuracy and completeness
5. Escalates recurring issues, workflow gaps, or system concerns to HIM leadership

Patient Documentation Support

1. Completes new patient processing tasks, including verifying demographic information and assigning documentation appropriately
2. Enters and edits non‑diagnostic results or external documentation according to HIM guidelines
3. Ensures timely availability of scanned documents to support patient care, coding, and operational workflows

Customer Service & Department Support

1. Serves as the primary point of contact for all document‑scanning issues within the designated specialty area and partners with PG staff to resolve routine document‑related inquiries, ensuring timely troubleshooting, effective communication, and uninterrupted workflow
2. Monitors department phone lines and provides courteous, timely assistance to internal customers and external agencies
3. Responds to inquiries regarding document location, document type, or general HIM imaging processes
4. Collaborates with HIM team members to resolve routine document‑related questions

Workflow Coordination & Collaboration

1. Communicates effectively with HIM leadership, clinical departments, and operational partners to support documentation accuracy
2. Participates in department meetings, workflow updates, and process improvement discussions
3. Maintains awareness of changes to document types, scanning standards, and HIM policies

Operational Responsibilities

1. Meets established productivity and quality expectations for assigned imaging functions
2. Maintains up‑to‑date knowledge of HIM policies, document types, and scanning/indexing standards
3. Supports coverage for team members during absences or high‑volume periods
4. Performs related duties as assigned to support HIM operations

NON-ESSENTIAL FUNCTIONS

Performs related and miscellaneous duties as assigned.