Document Imaging Specialist

Rochester, NY


With general direction and latitude for initiative and judgment, transfers paper and virtual documents into an electronic medical record (EMR). Responsibilities include preparing, scanning, indexing and performing quality checks on documents prior to placement into the appropriate EMR.


Receives minimal direction from department manager. Is responsible for independently planning, executing and evaluating own work.


May train and coordinate activities of peers or support staff.


Standard office equipment such as personal computer, copier, printer, scanner, fax machine and the like. Software systems such as Flowcast, eRecord, OnBase, HBOC and related software applications.


  1. Prepares medical record documents prior to scanning. Screens all incoming documents to verify appropriateness for placement in EMR and ensures documents are not currently in patients’ EMR. Analyzes and determines resolution when documents are missing information such as barcodes and patient identifiers.

  2. Batches documents in proper order for prioritization using document types and tracking dates. Uses judgment when documents received from outside organizations are over the allowable scanning limit. Communicates when necessary with providers and office personnel for proper documentation and verification for placement into the EMR.

  3. Scans documents utilizing imaging software which interfaces into an EMR. Ensures proper image quality and calibrates scanner as appropriate.

  4. Indexes each medical record document appropriately using defined data elements, assuring each document is assigned to the correct patient, account and document type. Reviews and determines proper alignment, readability and correct number of documents have been scanned.

  5. Performs quality checks on scanned medical record documents that have been saved for review of accuracy and error resolution prior to submission to EMR. Compares electronic documents to paper batches. Verifies correct patient, correct account and proper document type. Determines any corrections that are needed, including but not limited to, proper rearrangement, relocation of incorrectly filed documents and replacement of documents deemed to be of unacceptable quality.

  6. Approves final submission of scanned medical record documents into EMR. Prepares, retains and/or summarizes data, records and reports.


High School education and 1-2 years relevant experience required; or an equivalent combination of education and experience. Associate’s degree in Medical, Secretarial or related field plus medical terminology and experience with electronic medical records preferred.

NOTE: This document describes typical duties and responsibilities and is not intended to limit management from assigning other work as required.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $ 15.38 - $ 21.54 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Location: Health Sciences
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 007 Health Info Mgmt-DataIntegrity