Document Imaging Clerk V

Job Requisition #: JR60061

End Date: 6/1/2022

Location: Wilmington, Delaware

Position Type: Clerical/Administrative/Billing

Shift: Day Shift, Rotation Day/Evening/Morning

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Responsible for preparation and scanning of medical records received by HIMS.  Assures readiness of records for transport to offsite vendor for prep, scan and importing into the document imaging system.  Quality check and correct scanned images to maintain an efficient document imaging system. 


  • Responsible for preparation and indexing patient records/reports to support the timely availability of an accurate, efficient EHR system.
  • Retrieves records and ancillary reports from the patient care units.
  • Prepares medical record documents according to department policy and verifies correct patient identification on each document.
  • Scans medical record documents using low speed scanners and performs limited quality control monitors on imaged documents.
  • Maintains the medical record batches in a neat and orderly manner.
  • Bundles, packs, and accounts for discharged patients' medical records for transport according to department policy.
  • Maintains patient records in an electronic format by moving, copying, and deleting under the direction and/or supervision of the Document Imaging Supervisor.
  • Performs quality control review on imported record images and verifies accurate indexing of medical record documents. 
  • Prepares accuracy reports of quality control review monitors on imaged documents.
  • Responsible for indexing documents scanned to the work queue daily to support patient care in the ambulatory practices.
  • Validates each scanned document to ensure it contains patient name and date of birth and reports are complete prior to indexing.
  • Accurately select office visit encounters to index scanned documents and creates documentation only encounters in the patient registration system prior to indexing
  • when necessary.
  • Adheres to guidelines for indexing scanned documents to established document types. Performs limited quality control monitors on imaged documents.
  • Consults with HIMS management staff with questions about document types and identifies new documents that require new document types to be created for indexing.
  • Informs HIMS management staff about issues or concerns that impact timely indexing of documents.
  • Places scanned documents on hold when necessary to resolve issues with incomplete reports, patient identification or document type location.
  • Submits MPI merge webform to report potential medical record merges and inaccurate patient demographics.
  • Prepares accuracy reports of quality control review monitors on imaged documents.
  • Works among the Document Imaging Staff to aid in the timely processing of records.
  • Communicates with Supervisor to keep him/her informed of the status of work, potential issues, and concerns.
  • Submits timely, accurate and concise daily productivity reports in accordance with department policy and practice.  
  • Utilizes general office equipment and computer systems/software applications necessary to perform responsibilities.
  • Performs assigned work safely, adhering to established departmental safety rules and practices; reports to supervisor, in a timely manner, any unsafe activities, conditions, hazards, or safety violations that may cause injury to oneself, other employees, patients and visitors.
  • Performs other related duties as required.


Daily contact with interdepartmental and intradepartmental personnel.




Immediate:     Document Imaging Supervisor

Indirect:          Operations Manager, HIMS

                        Associate Director, HIMS Operations

Dept. Head:     Corporate Director, HIMS


High school graduate or equivalent.

Two years in Health Information Management experience, or equivalent.

Successful completion of a Medical Terminology course.


  • Knowledge of medical record content.
  • Ability to demonstrate computer skills and the ability to utilize various software packages.
  • Ability to quickly learn new software.
  • Demonstrated organizational skills.
  • Ability to communicate efficiently and effectively in both written and verbal form.
  • Ability to deal with others at a variety of levels with diplomacy and tact.
  • Ability to work in a high volume, high stress area.
  • Ability to organize work while managing multiple priorities.
  • Ability to work with exceptional attention for detail.
  • Ability to work as part of a team and with minimal supervision.
  • Ability to work independently within established guidelines.




Bending, stooping, lifting, reaching, carrying records not in excess of 15 lbs.  Pulling and pushing carts of records not in excess of 28 lbs.  Standing and/or sitting for long periods of time.


Routine office environment.

EEO Statement: Christiana Care Health System is an equal opportunity employer, firmly committed to prohibiting discrimination, whose staff is reflective of its community, and considers qualified applicants for open positions without regard to race, color, sex, religion, national origin, sexual orientation, genetic information, gender identity or expression, age, veteran status, disability, pregnancy, citizenship status, or any other characteristic protected under applicable federal, state, or local law.

UPDATE: ChristianaCare is committed to prioritizing the health and safety of our patients and caregivers. As we continue to meet the needs of our caregivers and our community through the COVID-19 pandemic, our commitment to health and safety requires that we take new steps to ensure a safe environment for medical care for our patients and a workplace that avoids preventable harm for our caregivers. For this reason, vaccination for COVID-19 is required for all caregivers at ChristianaCare and is considered a safety standard that is job-related and consistent with business necessity for all caregivers.

Why do WE offer careers full of possibilities?

For the Love of Health.

Inclusion & Diversity

At ChristianaCare, we’re committed to treating everyone with dignity and respect. We believe in a safe, inclusive work environment that fosters collaboration between caregivers from all walks of life. We know that each unique viewpoint is vital in delivering high-quality, safe patient care to everyone who walks through our doors. Our policies, benefits, hiring practices, employee resource groups, and corporate citizenship demonstrate our commitment to inclusion and diversity throughout our system.

Why do we embrace inclusion and diversity? For the Love of Health.

Our Values

We serve together in Love and Excellence. Our unique values, Love and Excellence are bold and powerful, and they are the reason why working for ChristianaCare is special. The behaviors associated with our values guide how caregivers interact with everyone they work with and make for an exceptional work experience. We believe that when you lead with Love, Excellence is inevitable.


ChristianaCare’s comprehensive total rewards package is one of the most competitive in the region. We are proud to offer excellent benefits that reflect the organization’s commitment to being exceptional today and even better tomorrow.

At ChristianaCare, we provide access to high-quality and affordable benefits designed to meet our caregivers where they are. You can tailor your benefits to meet your needs now and adjust them as your priorities change.

Take advantage of ChristianaCare’s wide-ranging benefit offerings from supporting optimal health through medical, prescription, dental and vision coverage to valuable wellness and work/life programs, which include paid parental leave, coverage for infertility and assisted reproductive technologies, an employer-funded short-term disability program, and more.

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