Transcription Coordinator, HIM

Transcription Coordinator, Him

The transcription coordinator, HIM is responsible for managing and coordinating the daily workflow of the clinical transcription process. This role serves as the central point of contact for all dictation and transcription services, ensuring the timely, accurate, and efficient conversion of dictated provider reports into written documents for inclusion in the patient's official electronic health record (EHR). The coordinator acts as a liaison between physicians, transcription staff (in-house or vendor), and the HIM department to resolve issues and maintain a smooth, uninterrupted workflow.

Responsibilities

A day in the life of a transcription coordinator, HIM at Hackensack Meridian Health includes:

• Monitor all dictation system queues to ensure a continuous flow of work.
• Prioritize STAT, urgent, and aged reports to meet established turnaround time (TAT) standards.
• Manage the electronic submission of work to third-party transcription vendors.
• Track the status of all dictated reports from dictation to final signature in the EHR.
• Identify and resolve workflow backlogs, system errors, or other issues that may impede production.
• Perform quality assurance (QA) checks on transcribed documents, reviewing for formatting, completeness, and obvious errors such as incorrect work type or incorrect patient demographics
• Investigate and resolve issues related to missing incomplete dictations.
• Serve as the primary point of contact for physicians, clinicians, and other hospital staff regarding dictation system issues, missing reports, or transcription inquiries.
• Provide basic troubleshooting support for provider dictation equipment (e.g., handheld recorders, phones) and software.
• Act as the operational liaison with any third-party transcription vendor(s), monitoring their performance against contractual TAT and quality standards.
• Communicate effectively with physicians and their support staff to resolve questions about specific dictations or reports.
• Collaborate with the IT department to troubleshoot system-level issues with the dictation or transcription platforms.
• Provide regular feedback to transcriptionists or the vendor manager regarding quality trends or recurring errors.
• Generate and maintain daily, weekly, and monthly reports on transcription volumes, turnaround times, quality scores, and staff/vendor productivity.
• Assist in maintaining physician profiles and settings within the dictation system.
• Document all system issues and resolutions for future reference.
• Assist the HIM leadership team with special projects related to documentation, workflow improvement, or system upgrades.
• Other duties and/or projects as assigned.
• Adheres to HMH Organizational competencies and standards of behavior.

Qualifications

Education, Knowledge, Skills and Abilities Required:

• High School diploma, general equivalency diploma (GED), and/or GED equivalent programs.
• Minimum of three (3) years of experience as a medical transcriptionist in an acute care or multi-specialty clinic setting.
• Expert knowledge of medical terminology, anatomy, physiology, disease processes, and pharmacology.
• In-depth understanding of various medical report types (e.g., History & Physicals, Operative Reports, Discharge Summaries, Consultations).
• Proficiency with dictation/transcription platforms (e.g., M*Modal, Nuance/Dragon, Fluency for Transcription) and Electronic Health Record (EHR) systems.
• Highly organized with a strong ability to multitask and prioritize in a fast-paced environment.
• Meticulous attention to detail and a commitment to accuracy.
• Strong analytical and troubleshooting skills to effectively identify and resolve issues.
• Comfortable working with various software applications and troubleshooting basic technical problems.
• Ability to work effectively and collaboratively with physicians, staff, and vendors, often under pressure.
• Ability to work independently with minimal supervision.
• Excellent verbal and written communication skills, with a professional and courteous demeanor.
• Proficient computer skills that include but are not limited to Google Suite and/or Microsoft Office platforms.

Education, Knowledge, Skills and Abilities Preferred:

• Associate's degree in Health Information Technology or a related field.
• Previous experience in a lead, coordinator, or quality assurance role within a transcription environment.
• Experience working with and managing third-party transcription vendors.
• Experience with Epic or Cerner EHR systems.

Licenses and Certifications Preferred:

• Certification as a Registered Health Information Technician (RHIT) or Certified Healthcare Documentation Specialist (CHDS).

If you feel that the above description speaks directly to your strengths and capabilities, then please apply today!

Compensation Minimum rate of $73,153.60 Annually HMH is committed to pay equity and transparency for our team members. The posted rate of pay in this job posting is a reasonable good faith estimate of the minimum base pay for this role at the time of posting in accordance with the New Jersey Pay Transparency Act and does not reflect the full value of our market-competitive total rewards package. The starting rate of pay is provided for informational purposes only and is not a guarantee of a specific offer. Posted hourly rates may be stated as an annual salary in the offer and posted annual salaries may be stated as an hourly rate in the offer, depending on the level and nature of the job duties and credentials of the candidate. The base compensation determined at the time of the offer may be different than the posted rate of pay based on a number of non-discriminatory factors, including but not limited to:

• Labor Market Data: Compensation is benchmarked against market data to ensure competitiveness.
• Experience: Years of relevant work experience.
• Education and Certifications: Level of education attained, including specialized certifications, credentials, completed apprenticeship programs or advanced training.
• Skills: Demonstrated proficiency in relevant skills and competencies.
• Geographic Location: Cost of living and market rates for the specific location.
• Internal Equity: Compensation is determined in a manner consistent with compensation ranges for similar roles within the organization.
• Budget and Grant Funding: Departmental budgets and any grant funding associated with the job position may impact the pay that can be offered.

Some jobs may also be eligible for performance-based incentives, bonuses, or commissions not reflected in the starting rate. Certain positions may also be eligible for shift differentials for work performed on evening, night, or weekend shifts. In addition to our compensation for full-time and part-time (20+ hours/week) job positions, HMH offers a comprehensive benefits package, including health, dental, vision, paid leave, tuition reimbursement, and retirement benefits.

HACKENSACK MERIDIAN HEALTH (HMH) IS AN EQUAL OPPORTUNITY EMPLOYER

All qualified applicants will receive consideration for employment without regard to age, race, color, creed, religion, sex, sexual orientation, gender identity or expression, pregnancy, breastfeeding, genetic information, refusal to submit to a genetic test or make available to an employer the results of a genetic test, atypical hereditary cellular or blood trait, national origin, nationality, ancestry, disability, marital status, liability for military service, or status as a protected veteran.