Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded and your abilities challenged. It is a place where your diversity — of culture, thinking, learning and leading — is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt's mission is to advance health and wellness through preeminent programs in patient care, education, and research.
JOB SUMMARY: Coordinates the staff and daily operations, monitors and reviews work, compiles statistical data for reporting, budgets and surveys performance. Provides training and support to staff and physicians. Performs quality reviews of documents. Serves as liaison between department and internal/external customers, physicians and vendors.
Coordinates the staff and daily operations of paper-based and electronic medical records
Provides daily coordination of staff for release of information, transcription, medical record completion, correction of medical record numbers in StarPanel, and scanning into StarPanel
Combines duplicate medical record numbers: a) Communicate correct number to user area, b) Merge medical record numbers in StarChart, c) Maintain report of voided medical record numbers
Receives and responds to all scanning and indexing requests (calls, emails, pages) a) from HelpDesk, b) from System Support Services, c) from scanning and indexing staff (full-time and clinic part-time roles)
Coordinate hardware troubleshooting calls with vendor. Coordinates new hardware installation, upgrades and maintenance
Receives/processes/coordinates requests for Image Queue access and scanner setup. Works closely with Informatics and Clinic Redesign
Monitors and reviews work performance to assure standards for paper and electronic medical records are met
Provides transcription vendor turnaround reports for all work types
Monitors release of information turnaround to include daily aging of requests
Compares Softmed lists to StarPanel reports
Monitors QA process for scanning and indexing and work performance. Selects random batches for QA monthly. Schedules QA batches so all clinics may be reviewed within a 6-month period
Compiles statistical data for management reporting, budgets and surveys
Provides transcription volumes by report types
Maintains Smart Log for information requests statistical tracking
Turns in stats regarding staff performance and workloads, and makes recommendations. Communicates all system changes to users
Prepares reports for management: a)Weekly productivity report for # of pages scanned, b) Arranges coverage for staff absences (vacations, sick time, FMLA), c) Reviews timekeeping data every payroll period, d) Escalates staff performance issues or concerns when necessary
Provides training and support to staff and physicians
Provides physician training for hospital/clinic dictation system
Provides staff training for Medipac, Epic, StarPanel, Smart Log, E-Sign, record completion, and JCAHO standards
Provides management and user support. Research and facilitate problem solving including process issues (correcting accounts)
Training: Coordinates training for new user and/or new clinics. Conduct weekly check-in with full-time scanning staff addressing productivity. Plans and develops training programs. Develops training materials utilizing existing software. Assess trainees post-training to assure their understanding and application of the training. Provide training classes based on system upgrades and software updates
Performs quality reviews of documents in electronic medical record
Monitors transcription reports to provide quality reporting feedback to ensure that transcription standards are being met
Monitors physician worklists and electronic signature to assure compliance with Medical staff rules and regulations
Participate in special projects and additional responsibilities (Testing, Disaster Recovery Team)
QA: Receives and processes requests for correction of documents. While making corrections does spot check in record for other scanning errors
Serves as liaison between department and internal/external customers, physicians and vendors to anticipate and solve problems
Customer service daily support in problem-solving for transcription and release of information issues via telephone, email and face-to-face communications
Front line person to support staff when there is a question/issue
Security Manager/Administrator: a) Provides reports to user departments to communicate terminations to the Systems Access and Maintenance team to ensure protection of patient information, b) Assign appropriate security access to employees
Liaison: Has day-to-day discussions with clinic managers/staff about scanning issues
VUMC Recent Accomplishments:
Because we are committed to providing the best in patient care, education and research, we are proud of our recent accomplishments:
US News & World Report: #1 Hospital in Tennessee, #1 Health Care Provider in Nashville, #1 Audiology ( Bill Wilkerson Center ), 12 adult and 10 pediatric clinical specialties ranked among the nation's best, #15 Education and Training
Truven Health Analytics: among the top 50 cardiovascular hospitals in the U.S.
Becker's Hospital Review: one of the "100 Greatest Hospitals in America"
The Leapfrog Group: grade "A" in Hospital Safety Score
National Institutes of Health: among the top 10 grant awardees for medical research in the US
Magnet Recognition Program: Vanderbilt nurses are the only group honored in Middle Tennessee
Nashville Business Journal: Middle Tennessee's healthiest employer
American Hospital Association: among the 100 "Most Wired" medical systems in the US
Vanderbilt University Medical Center is home to Vanderbilt University Hospital, The Monroe Carell Jr. Children’s Hospital at Vanderbilt, the Vanderbilt Psychiatric Hospital and the Vanderbilt Stallworth Rehabilitation Hospital. These hospitals experienced more than 61,000 inpatient admissions during fiscal year 2015. Vanderbilt’s adult and pediatric clinics treated nearly 2 million patients during this same period.
Vanderbilt University Hospital and the Monroe Carell Jr. Children’s Hospital at Vanderbilt are recognized again this year by U.S. News & World Report’s Best Hospitals as among the nation’s best with 18 nationally ranked specialties.
Vanderbilt University Medical Center is world renowned because of the innovation, work ethic and collegiality of its employees. From our health care advances to our compassionate care, Vanderbilt owes its accomplishments and reputation to staff and faculty who bring skill and drive and innovation to the medical center day after day. World-leading academic departments and comprehensive centers of excellence pursue scientific discoveries and transformational educational and clinical advances across the entire spectrum of health and disea...se.
As the largest employer in middle Tennessee, we welcome those who are interested in ongoing development in a caring, culturally sensitive and professional atmosphere. Most of us spend so much of our lives at work, we want to be part of maintaining a workplace in which people support one another and encourage reaching for excellence. Many high-achieving employees stay at Vanderbilt because of the professional growth they experience and because of their appreciation of Vanderbilt’s benefits, public events and discussions, athletic opportunities, beautiful setting and, above all, sense of community and purpose.
Vanderbilt and its employees share a set of mutual expectations that have been created with productivity, legality, fairness and safety always in mind. We believe that our investment in training and compensating employees multiplies in value when we enable individuals to deliver their best performance for the benefit of us all.