Document Management Technician - Supervisor (Clerical Supervisor)

Requisition ID
2017-1950
# of Openings
1
Category
Operations
US-NJ-Mount Laurel

Overview

The Document Management Technician Supervisor is responsible to directly manage Call Center, Mailroom, and Mapping (Indexing) staff and oversee the daily workflow within the department to ensure all examinee charts are processed correctly, delivered within the required timeframe and handled with the highest level of accuracy and in compliance with all regulatory and company policies and procedures.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES TO PERFORM THIS JOB SUCCESSFULLY INCLUDE, BUT ARE NOT LIMITED TO THE FOLLOWING:

  • Directly manage the department staff and ensures all administrative functions are handled with the highest level of quality and in the most effective and efficient manner possible.
  • Plan, prioritize and manage the daily workload and ensures the appropriate and equitable distribution of work is maintained in order to meet all required timelines.
  • Responsible to ensure all records are shipped out to physicians and/or clients within required timeframes and appropriate file storage is maintained at all times.
  • Supports department staff by answering questions and providing direction as needed.
  • Assists promptly in resolution of any physician and/or customer complaints or quality assurance issues.
  • Performs clerical duties such as typing, filing, emailing, and proofreading as required.
  • Promotes effective and efficient utilization of all department resources and supplies.
  • Ensures the confidentiality of examinee personal and financial information is protected at all times and in accordance with HIPPA regulations.
  • Delegates work as needed and provides backup to departmental staff as needed.
  • Provides insight and direction to upper management on department procedure, product quality and compliance with all company policies and procedures.
  • Participates in the development and implementation of policies and procedures in order to promote and achieve the most efficient operation possible.
  • Participate in various educational and or training activities as required.
  • Perform other duties as assigned.

 

SUPERVISORY RESPONSIBILITIES

Directly supervise and carry out supervisory responsibilities in accordance with ExamWorks’ policies and applicable laws.  Responsibilities include, but are not limited to:

  • Carries out all supervisory responsibilities in accordance with the company’s standards, policies, and all applicable employment laws.
  • Provides support, training, tools, and techniques to assist staff in achieving department goals and standards.
  • Oversees the completion and approval of employee timecards and coordinates overtime needs with management and staff as needed.
  • Encourages positive morale, maintains harmony among staff and resolves grievances when necessary.
  • Actively participates in the departments hiring and employee separation needs.
  • Communicates change effectively and prepares and supports those affected by change accordingly.
  • Actively participates in observing employee performance and documents performance issues as needed.
  • Supervise insubordinate staff when warranted and initiate corrective or disciplinary actions as required and/or directed by upper management.
  • Ensure periodic performance feedback is communicated with all staff and report any performance concerns, recommendations for job placement and/or growth opportunities to management.
  • Actively participates in successfully conducting annual performance evaluations.
  • Works directly with the department manager to ensure all staffing needs are met and the best working environment is achieved.

Qualifications

PROFESSIONAL COMPETENCIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

 

EDUCATION AND/OR EXPERIENCE

High school diploma or equivalent required. A minimum of three years related experience; or equivalent combination of training and experience. Experience in a medical office preferred.

 

QUALIFICATIONS 

  • Must possess a working knowledge of medical legal aspects of medical records and health information principles and/or liability.
  • Must possess complete knowledge of general computer, fax, copier, scanner, and telephone
  • Must be knowledgeable of multiple software programs, including but not limited to Microsoft Word, Outlook, Excel, and the Internet.
  • Must have a full understanding of HIPPA regulations and compliance.
  • Ability to follow instructions and respond to upper managements’ directions accurately.
  • Analyzes problems involving multiple interrelated causes.  Where necessary, gathers information and applies complex concepts or methods to generate an effective solution.
  • Demonstrates accuracy and thoroughness. Looks for ways to improve and promote quality and monitors own work to ensure quality is met.
  • Must demonstrate exceptional communication skills by conveying necessary information accurately, listening effectively and asking questions where clarification is needed.
  • Must be able to work independently, prioritize work activities and use time efficiently.
  • Must be able to maintain confidentiality.
  • Must be able to demonstrate and promote a positive team -oriented environment.
  • Must be able to stay focused and concentrate under normal or heavy distractions.
  • Must be able to work well under pressure and or stressful conditions.
  • Must possess the ability to manage change, delays, or unexpected events appropriately.
  • Demonstrates reliability and abides by the company attendance policy.
  • Must maintain a professional and clean appearance at all times consistent with company standards.

Supervisor

Supervisor

Supervisor

Supervisor

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