Document Management Specialist

Thundermist's Mission - To improve the health of our patients and communities by delivering exceptional health care, removing barriers to that care, and advancing healthy lifestyles.

Please note, effective September 1,2021, all Thundermist employees are required to have an initial dose of vaccine to prevent Covid-19.  Effective October 1, 2021, all employees of RI licensed health care facilities must be fully vaccinated against Covid-19.  Employees may be deemed exempt from this requirement based on documentation from their health care provider.

Job Description

Job Title:   Document Management Specialist

Reports to: Director of Support Services

Department: Document Management

FLSA Status: Non-Exempt 

Job Grade:  4

Version Date: September

General Responsibilities:

The Document Management Specialist is responsible for maintaining patient records in both electronic and paper formats. This role involves managing the intake and processing of incoming documents—including faxes, mail, and other physical records—ensuring they are accurately categorized, stored, and accessible as needed.

Qualifications:

Required Qualifications:

• High school diploma or GED equivalent
• Proficiency in basic computer operations and software applications
• Working knowledge of medical terminology
• Ability to work independently as well as collaboratively within a team environment
• Demonstrated ability to complete tasks with speed and accuracy
• Strong self-motivation and ability to follow written instructions with close attention to detail
• Effective multitasking and time management skills
• Minimum of 3 years of experience in a healthcare setting

Preferred Qualifications:

• Experience with electronic filing systems (eFiling) and Information/Data Management (IDM)
• Background in handling medical records
• Familiarity with eClinicalWorks (eCW) or similar electronic health record (EHR) platforms

Significant Job Functions:

• Retrieve, sort, and open interoffice and USPS mail
• Scan incoming mail into designated document management queues
• Create orders and enter results for laboratory tests, diagnostics, and procedures
• Monitor and manage documents requiring re-scanning
• Investigate and resolve document management inquiries related to patient records
• Track and maintain telephone encounter documentation
• Answer department phones and provide support to staff as needed
• Process incoming patient records via P2P (peer-to-peer) systems
• Identify records requiring redaction and process according to established workflows
• Respond to subpoenas and manage related documentation appropriately
• Access external portals to import data into patient records
• Handle emailed requests from patients regarding their records
• Process and integrate outside medical records
• Manage patient inactivation procedures
• Process specific requests for release or retrieval of medical records
• Perform other duties as assigned

Physical Effort/ Environment:

• This is a remote or hybrid position, allowing duties to be performed from home or at a Thundermist site.
• General office environment.  Requires standing, sitting, walking, carrying, and lifting up to 30lbs.

Work Schedule Demands:

• Monday-Friday. Hours determined by the manager.

Communication Skills:

• Excellent written and verbal communication abilities
• Strong interpersonal and professional telephone etiquette
• Ability to communicate clearly and effectively with patients, staff, and external partners

Confidentiality of Information:

Thundermist is dedicated in securing the privacy and confidentiality of protected health information under the Health Insurance Portability and Accountability Act. It is the responsibility of all employees to comply to state and federal guidelines in accessing sensitive information. The incumbent must apply strict confidentiality.

ADA & EEOC Statement:

Thundermist is dedicated to the goal of building and maintaining a diverse and inclusive workforce committed to caring for patients in a manner that is respectful of cultural differences. We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.