The posting
Description
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.
Responsibilities
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.
Qualifications
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.
Employer Description
Strength through Unity and Inclusion
The Mount Sinai Health System is committed to fostering an environment where everyone can contribute to excellence. We share a common dedication to delivering outstanding patient care. When you join us, you become part of Mount Sinai’s unparalleled legacy of achievement, education, and innovation as we work together to transform healthcare. We encourage all team members to actively participate in creating a culture that ensures fair access to opportunities, promotes inclusive practices, and supports the success of every individual.
At Mount Sinai, our leaders are committed to fostering a workplace where all employees feel valued, respected, and empowered to grow. We strive to create an environment where collaboration, fairness, and continuous learning drive positive change, improving the well-being of our staff, patients, and organization. Our leaders are expected to challenge outdated practices, promote a culture of respect, and work toward meaningful improvements that enhance patient care and workplace experiences. We are dedicated to building a supportive and welcoming environment where everyone has the opportunity to thrive and advance professionally. Explore this opportunity and be part of the next chapter in our history.
About the Mount Sinai Health System:
Mount Sinai Health System is one of the largest academic medical systems in the New York metro area, with more than 48,000 employees working across eight hospitals, more than 400 outpatient practices, more than 300 labs, a school of nursing, and a leading school of medicine and graduate education. Mount Sinai advances health for all people, everywhere, by taking on the most complex health care challenges of our time — discovering and applying new scientific learning and knowledge; developing safer, more effective treatments; educating the next generation of medical leaders and innovators; and supporting local communities by delivering high-quality care to all who need it. Through the integration of its hospitals, labs, and schools, Mount Sinai offers comprehensive health care solutions from birth through geriatrics, leveraging innovative approaches such as artificial intelligence and informatics while keeping patients’ medical and emotional needs at the center of all treatment. The Health System includes more than 9,000 primary and specialty care physicians; 13 joint-venture outpatient surgery centers throughout the five boroughs of New York City, Westchester, Long Island, and Florida; and more than 30 affiliated community health centers. We are consistently ranked by U.S. News & World Report's Best Hospitals, receiving high "Honor Roll" status, and are highly ranked: No. 1 in Geriatrics, top 5 in Cardiology/Heart Surgery, and top 20 in Diabetes/Endocrinology, Gastroenterology/GI Surgery, Neurology/Neurosurgery, Orthopedics, Pulmonology/Lung Surgery, Rehabilitation, and Urology. New York Eye and Ear Infirmary of Mount Sinai is ranked No. 12 in Ophthalmology. U.S. News & World Report’s “Best Children’s Hospitals” ranks Mount Sinai Kravis Children's Hospital among the country’s best in several pediatric specialties. The Icahn School of Medicine at Mount Sinai is ranked No. 11 nationwide in National Institutes of Health funding and in the 99th percentile in research dollars per investigator according to the Association of American Medical Colleges. Newsweek’s “The World’s Best Smart Hospitals” ranks The Mount Sinai Hospital as No. 1 in New York and in the top five globally, and Mount Sinai Morningside in the top 20 globally.
Equal Opportunity Employer
The Mount Sinai Health System is an equal opportunity employer, complying with all applicable federal civil rights laws. We do not discriminate, exclude, or treat individuals differently based on race, color, national origin, age, religion, disability, sex, sexual orientation, gender, veteran status, or any other characteristic protected by law. We are deeply committed to fostering an environment where all faculty, staff, students, trainees, patients, visitors, and the communities we serve feel respected and supported. Our goal is to create a healthcare and learning institution that actively works to remove barriers, address challenges, and promote fairness in all aspects of our organization.
Compensation
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 $65193 - $110000 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.
