Document Imaging Technician, Full Time

About the Role

This is an entry-level role within Health Information Management, ideal for individuals seeking a career path in the field. The position is task-focused and independently motivated, involving the transportation of records across the downtown campus, among other duties.

SHIFT/LOCATION

• Days, M-F
• Downtown OKC Campus

General Description

A Document Imaging Technician is responsible for organizing, scanning, editing, and maintaining both physical and digital records, ensuring accuracy, security, and accessibility. The role involves 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.

Key Responsibilities

Document Preparation

• Unpack, sort, and organize records according to established procedures.
• Prepare documents for scanning, including removing staples, repairing tears, removing duplicates, and arranging documents in reverse chronological order.
• Verify patient identifiers are present on all pages and ensure documents belong to the correct patient and account. For multipage documents, the patient’s name and MRN/CSN must be on the 1st page.

Scanning and Indexing

• Scan documents according to HIM Operations departmental policies and procedures in OnBase and/or directly in Epic utilizing Media Manager.
• Accurately index and classify documents to the correct patient, account, and document type.
• Validate scanned images against original documents to ensure completeness and accuracy.

Quality Assurance and Compliance

• Review scanned images for legibility, completeness, and correct association to the correct patient’s medical record/CSN.
• Participate in routine quality audits assigned by HIM leadership.
• Identify 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.
• Maintain confidentiality and security of all protected health information.

Employee Engagement & Participation

• Actively participate in department meetings, daily huddles, and training sessions.
• Contribute ideas, feedback, and solutions to improve workflows and service quality.
• Collaborate effectively with peers, leadership, and cross-functional teams.
• Demonstrate professionalism, teamwork, and adaptability to change.

Patient First

• Perform all duties with a Patient First mindset.
• Ensure medical records are processed accurately and promptly to support continuity of care.
• Safeguard protected health information in alignment with Patient First principles and organization policies.

High Reliability

• Adhere to High Reliability principles by consistently following established policies, procedures, and quality standards.
• Demonstrate attention to detail and situational awareness to prevent errors and reduce risk to patient safety.
• Identify, report, and escalate potential errors, process gaps, or safety concerns to leadership.

General Job Duties

• Perform other duties as assigned.

Requirements & Tech Stack

Level 1 Minimum Requirements

• Education: High School Diploma or GED required.
• Experience: No experience required.
• Certification/License/Registration: None required.

Level 2 Minimum Requirements

• Education: High School Diploma or GED required.
• Experience: At least 3 years of experience in health information and/or document imaging required.
• Certification/License/Registration: None required.

Level 3 Minimum Requirements

• Education: High School Diploma or GED required.
• Experience: At least 5 years of experience in health information and/or document imaging required.
• Certification/License/Registration: None required.

Qualifications

• 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 and organization skills to manage multiple priorities while meeting productivity and quality expectations.
• Proficiency in using imaging equipment, scanners, and related software.
• Ability to identify errors, discrepancies, or missing information and take appropriate corrective action or escalate issues.
• Ability to maintain confidentiality and exercise sound judgment.
• 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.