The Supervisor of Document Management provides day-to-day operational supervision of center-lead health information document intake, preparation, scanning, import, indexing, classification, reconciliation, quality assurance, correction, and source-document disposition across assigned Mount Sinai Health System hospitals, ambulatory practices, and service locations. Reporting to the Manager of HIM Operations, the Supervisor directly leads an assigned team of approximately 10–12 Document Management staff and is accountable for daily workload allocation, productivity, quality, service levels, staff performance, and operational continuity. The Supervisor coordinates centralized work queues and resources to ensure documents are processed consistently and efficiently across assigned locations and are linked to the correct patient and encounter, accurately represented in the legal health record, available within required timeframes, and handled securely throughout their lifecycle.

The role promotes consistent MSHS practices and compliance with federal and New York State requirements, record-retention standards, privacy and security rules, and applicable organizational policies.

Education Requirements

Associate degree in Health Information Technology, Health Information Management, Healthcare Administration, Business Administration, or a related field preferred. 
An equivalent combination of education and relevant HIM experience may be considered.

Experience Requirements

Minimum of three years of progressively responsible document management, document imaging, scanning and indexing, or Health Information Management experience, including at least one year in a lead, senior, or supervisory capacity. Experience in a complex, multi-site healthcare environment is preferred.

Licensing and Certification Requirements

RHIT or RHIA credential preferred.
 

Compensation Statement

The Mount Sinai Health System (MSHS) provides salary ranges that comply with the New York City Law on Salary Transparency in Job Advertisements. The salary range for the role is $65,193.00 - $110,000.00 Annually. Actual salaries depend on a variety of factors, including experience, education, and operational need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.

1.    Supervises daily Document Management operations and assigns, prioritizes, and redistributes work within and across assigned work queues and locations to meet scanning, indexing, reconciliation, quality, and availability standards.
2.    Oversees receipt and tracking of paper and electronic documents from clinical departments, ambulatory practices, ancillary systems, external providers, patients, vendors, and approved interfaces.
3.    Directs document preparation, batching, scanning, image enhancement, import, classification, indexing, encounter matching, validation, and finalization in the electronic health record.
4.    Ensures each document is complete, legible, correctly oriented, assigned to the correct patient, encounter, author, service date, location, and document type, and available to authorized users within established timeframes.
5.    Oversees reconciliation of paper and electronic inventory, interface exception queues, failed imports, fax queues, loose documents, and outstanding batches to prevent omissions or duplicate filing.
6.    Reviews and resolves misfiled, mislabeled, duplicate, incomplete, illegible, unassigned, and wrong-patient documents; escalates potential patient-safety, privacy, or legal health record concerns promptly.
7.    Controls authorized correction, reclassification, movement, replacement, and deletion workflows while maintaining required audit trails and approvals.
8.    Ensures source documents are stored securely and retained or destroyed only after quality validation and in accordance with MSHS retention, legal hold, and approved destruction requirements.
9.    Monitors work queues, turnaround time, backlog, aging, scanning volume, indexing accuracy, error rates, productivity, quality, service levels, and staffing capacity and other key performance indicators; prepares routine reports for management.
10.    Performs and documents quality audits covering image quality, completeness, patient and encounter selection, document type, service date, author attribution, duplicate content, and final record availability.
11.    Analyzes errors and trends and implements coaching, corrective actions, workflow improvements, standard work, and workload-balancing measures in collaboration with the Manager of HIM Operations.
12.    Develops schedules and coverage plans and oversees attendance, timekeeping, cross-training, competency validation, and continuity of operations.
13.    Trains, coaches, evaluates, and develops staff in document preparation, scanning, indexing, image quality, medical terminology, patient matching, privacy, and electronic health record workflows.
14.    Addresses routine performance and conduct concerns and participates in corrective-action processes with the Manager, Human Resources, and Labor Relations, as appropriate.
15.    Partners with site HIM teams, clinical departments, ambulatory operations, Health Information Exchange, Information Technology, Privacy, Compliance, Legal, Patient Safety, and vendors to resolve document integrity and availability issues and ensure effective integration between centralized HIM services and facility-based operations.
16.    Supports testing, implementation, and optimization of Epic and related document imaging, scanning, fax, interface, recognition, and workflow technologies.
17.    Coordinates equipment maintenance, supply availability, downtime procedures, recovery workflows, and secure transport of source documents.
18.    Supports audits, regulatory surveys, litigation holds, patient amendments, coding and billing needs, and other requests requiring verification of document integrity or availability.
19.    Provides operational oversight of document-management practices within assigned HIM services and escalates concerns involving document workflows performed by non-HIM departments when those practices may affect patient identification, document integrity, legal health record integrity, privacy, retention, or record availability.
20.    Maintains confidentiality and safeguards health information in all formats and locations.
21.    Performs other related duties as assigned.