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:
Experience:
Knowledge, Skills, Abilities:
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
- Run inventory reports listing discharged charts for reconciliation
- Make rounds to all clinical areas within the hospital to pick up all concurrent and discharged patient documentation
- Prepares all incoming documentation for scanning, including sorting, organizing, removing staples, and ensuring legibility
- Scans medical record documents into the EHR following established HIM standards and procedures
- Indexes documents to the correct patient, encounter, and document type with a high degree of accuracy
- Ensures proper image quality, orientation, and completeness before finalizing documents in the EHR
- Cross ‑ trains and maintains competency in all hospital and clinic scanning and indexing workflows
Quality Assurance & Record Integrity
- Performs routine quality checks to identify and correct scanning or indexing errors
- Removes duplicate pages, corrects rotation, and rescans poor‑quality images as needed
- Verifies Advance Care Planning documents and ensures correct placement within the EHR
- Ensures documentation meets regulatory and organizational standards for accuracy and completeness
- Escalates recurring issues, workflow gaps, or system concerns to HIM leadership
Patient Documentation Support
- Completes new patient processing tasks, including verifying demographic information and assigning documentation appropriately
- Enters and edits non‑diagnostic results or external documentation according to HIM guidelines
- Ensures timely availability of scanned documents to support patient care, coding, and operational workflows
Customer Service & Department Support
- 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
- Monitors department phone lines and provides courteous, timely assistance to internal customers and external agencies
- Responds to inquiries regarding document location, document type, or general HIM imaging processes
- Collaborates with HIM team members to resolve routine document‑related questions
Workflow Coordination & Collaboration
- Communicates effectively with HIM leadership, clinical departments, and operational partners to support documentation accuracy
- Participates in department meetings, workflow updates, and process improvement discussions
- Maintains awareness of changes to document types, scanning standards, and HIM policies
Operational Responsibilities
- Meets established productivity and quality expectations for assigned imaging functions
- Maintains up‑to‑date knowledge of HIM policies, document types, and scanning/indexing standards
- Supports coverage for team members during absences or high‑volume periods
Performs related duties as assigned to support HIM operations
NON-ESSENTIAL FUNCTIONS
Performs related and miscellaneous duties as assigned.
