Forms Management Specialist
University of Miami

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The University of Miami/UHealth Department of Health Information Management (HIM) has an exciting opportunity for a full-time to work in Miami, FL. The Forms Management Specialist oversees all steps in the clinical and administrative forms lifecycle for documents that become part of the electronic health record. These steps include creation, modification, approval, translation to multiple languages as needed, publishing both paper and electronic versions, and tracking version history. This position is responsible for coordinating with all clinical and administrative departments across the health system to address form needs.

CORE JOB SUMMARY

• Knowledge and application of form design principles, regulatory, and barcode/scanning requirements to ensure all form requests meet minimum requirements.

• Works with form owners to develop documentation in appropriate format and schedules owner to present forms request at monthly forms committee meetings.

• Obtains approval by Risk Management, Legal Counsel, and Pharmacy and Therapeutics Committee for consents and forms involving medication names and dosage information.

• Makes modifications to form as requested by committee review.

• Generates final copy of form in English and coordinates translation of form by external vendor to other languages if requested by owner.

• Coordinates with Information Technology EHR team if form is to be available electronically as well as paper format.

• Prioritizes forms as requests come in and prepares monthly Forms Committee agenda and materials.

• Establishes and continuously assesses the effectiveness of the internal controls within the unit and compliance with University policies and procedures. Ensures employees are trained on controls within the function and on University policy and procedures.

• Ensures internal control oversight and compliance with laws and regulations, safeguarding of assets, compliance with University policies and procedures, reliability of internal and external reporting, and efficiency and effectiveness of operations. Creates an effective control environment, conducts risk assessment, implements and monitors controls.

Department Specific Functions

• Tracks new form/modification requests from inception to completion to ensure high customer satisfaction and timely availability of new forms.

• Prioritizes form requests with regulatory impact.

• Coordinates with other HIM leaders to prepare for and follow up from Forms Committee meetings (agenda/minutes) or to coordinate release of form for scanning.

• Ensures all new/modified forms are available in PolicyStat after approval.

• Ensures all forms are available in department file structure (electronic storage) so forms are readily available to HIM leadership team.

• Reviews older forms that may not be in use, queries owner for updates or ability to retire form from use.

• Tracks and trends metrics regarding new and modified forms as well as forms approved on a monthly basis.

• Participate in and implement any process improvement strategies identified regarding workflow and staff wellbeing.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

MINIMUM QUALIFICATIONS

• Bachelor's Degree in relevant field

• Minimum 3 years of experience in relevant field

• Knowledge of business principles

• Strong communications skills and ability to communicate effectively with leaders, peers, and staff from other teams

• High level of attention to detail to ensure forms are published accurately and without error

• Microsoft Office Suite (tracking and publishing forms)

Any appropriate combination of relevant education, experience and/or certifications may be considered.

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The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

Job Status:Full timeEmployee Type:StaffPay Grade:H8

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