Document Imaging Technician - Full Time

Position Title:

Department:

Job Description:

New to OU Health?  Ask your recruiter about our competitive wages and total rewards package, including possible relocation assistance if you are located outside of 100 miles!

**These positions are available in levels 1,2,or 3 depending on experience, education, and licenses/certifications**

Looking for a way to get your foot in the door to a career in Health Information Management? This is the perfect entry level role to get started. We are looking for a task focused, independently motivated individual to fill this role which includes transporting records across our downtown campus, among other duties. This would be the perfect role for someone wanting to build a career path using our market leading benefits.

SHIFT/LOCATION: Days, M-F / Downtown OKC Campus

General Description

A Document Imaging Technician I is responsible for organizing, scanning, editing, and maintaining both physical and digital records while ensuring accuracy, security, and easy access. The role focuses on converting paper materials into electronic formats, applying proper indexing, conducting quality checks, and managing systems such as ONBASE and EPIC. Strong attention to detail, technical proficiency with imaging software, and excellent organizational skills are essential.

Essential Job Duties

Responsibilities listed in this section are core to the position.  Inability to perform these responsibilities, with or without an accommodation, may result in disqualification from the position. 

Document Preparation: 

• Unpacks, sorts, and organizes records according to established procedures. 
• Prepares documents for scanning, including removing staples, repairing tears, removing duplicates, and arranging documents in reverse chronological order.
• Verifies patient identifiers are present on all pages and ensure documents belong to the correct patient and account. From multipage documents the patient’s name and MRN/CSN has to be on the 1st page of the multipage document. 
• Scanning and Indexing:
• Scans documents according to HIM Operations departmental policies and procedures in OnBase and/or directly in Epic utilizing Media Manger. 
• Indexes accurately  and classifies documents to the correct patient, account, and document type. 
• Validates scanned images against original documents to ensure completeness and accuracy. 

Quality Assurance and Compliance:

• Reviews scanned images for legibility, completeness, and correct association to the correct patient’s medical record/CSN
• Participates in routine quality audits assigned by HIM leadership, however, all indexers are responsible for the final quality associated with anything that is indexed. 
• Identifies and communicate errors, discrepancies, or process barriers to leadership. 

Records Management: 

• Assist with maintaining scanned and indexed documents/batches on site for 72 hours before final destruction of these documents. 
• Maintains confidentiality and security of all protected health information. 
• Employee Engagement & Participation:
• Actively participates in department meetings, daily huddles and training sessions to support team communication and continuous improvement.
• Demonstrates accountability and engagement by contributing ideas, feedback and solutions to improve workflows and service quality.
• Collaborates effectively with peers, leadership and cross-functional teams to support HIM Operations goals.
• Supports a positive and respectful work environment by demonstrating professionalism, teamwork and adaptability to change

Patient First:

• Performs all duties with a Patient First mindset, recognizing the critical role accurate and timely documentation plays in patient care.
• Ensures medical records are processed accurately and promptly to support continuity of care and clinical decision-making
• Maintains strict confidentiality and safeguards protected health information in alignment with Patient First principles and organization policies.

High Reliability:

• Adheres to High Reliability principles by consistently following established policies, procedure and quality standards.
• Demonstrates attention to detail and situational awareness to prevent errors and reduce risk to patient safety.
• Identifies, reports and escalates potential errors, process gaps or safety concerns to leadership in a timely manner.

General Job Duties

• Performs other duties as assigned

Minimum Requirements (Level 1)

Education: High School Diploma or GED required.

Experience: No experience required. 

Certification/License/Registration: None required.

Minimum Requirements (Level 2)

Education: High School Diploma or GED required.

Experience: At least 3 years of experience in a health information and/or document imaging required.

Certification/License/Registration: None required.

Minimum Requirements (Level 3)

Education: High School Diploma or GED required.

Experience: At least 5 years of experience in a health information and/or document imaging required.

Certification/License/Registration: None required

Knowledge, Skills & Abilities

• Knowledge of document imaging workflows, indexing standards and quality assurance practices within a healthcare environment.
• Knowledge of electronic health records and document imaging platforms such as Onbase and Epic
• Knowledge of HIPAA and regulatory requirements related to the handling of protected health information (PHI)
• Strong attention to detail with the ability to accurately associate documents to the correct patient, account and document type.
• Effective time management skills and organization skills to manage multiple priorities while meeting productivity and quality expectations.
• Proficiency in using imaging equipment, scanners, and related software to produce clear, complete and legible electronic records.
• Ability to identify errors, discrepancies, or missing information and take appropriate corrective action or escalate the issue if needed.
• Ability to maintain confidentiality  and exercise sound judgment when handling sensitive patient information.
• Ability to follow established policies, procedures and quality standards with consistency and reliability.
• Ability to work independently while also collaborating effectively within a team-based environment.
• Ability to adapt to changing workflows, technology, and priorities in a fast-paced healthcare setting.

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OU Health is an equal opportunity employer. We offer a comprehensive benefits package, including PTO, 401(k), medical and dental plans, and many more. We know that a total benefits and compensation package, designed to meet your specific needs both inside and outside of the work environment, create peace of mind for you and your family.