Imaging Data Associate I

Primary Duties And Responsibilities

• Adheres to established departmental policies and procedures; fosters communication and collaboration among the clinical, technical and support staff; ensures that business and patient information is properly handled according to Health Insurance Portability and Accountability Act (HIPAA), GCP and CFR, Part 11 guidelines.
• Understands who the DFCI customer base is, internal and external customers; demonstrates excellent customer service skills in accordance with the DFCI Customer Service Standards, resolving all customer service issues; responds timely and accurately to the needs of customers; synthesizes and communicates complex information in patient friendly terms.
• Interacts directly with patients to fulfill requests via telephone, facsimile, e-mail and through written correspondence, providing specific information within their scope of knowledge and authority.
• Maintains a level of competency in all operational systems (Epic, Outlook, QuickBase, Visage, PowerShare, ACETIAM, Hermes and various research software as applicable); accesses patient or exam data via the Electronic Medical Record (EMR), Health Information Services (HIS), Picture Archiving and Communication System (PACS) and related IS systems to obtain information which may be directly or indirectly pertinent to completing a clinical request.
• Receives, validates, and processes all external imaging for DFCI providers/satellite sites/pediatrics/Mammography Van (CD/DVD, USB, PowerShare, secure links, and records); routes non-imaging items appropriately, performs case/record tracking in patient-care databases, prioritizes/queues uploads, assigns correct disease group (including resolving unknown patient entries), reconciles missing upload request forms via cross-department outreach, operates image upload software per SOPs/priorities, onboards/monitors electronic image-sharing requests with outside facilities and patients, and investigates multi-system receipt/upload status inquiries to expedite turnaround and notifies requestors upon completion.
• Responsible for transmitting external diagnostic imaging into PACS for new, established, international, TIMC, and clinical trial patients, ensuring imports are completed by due date based on upload status. Performs end-to-end intake and import workflows including disc ingestion and PowerShare uploads, duplicate checks, PowerFoil operation, and recordkeeping of date of service, modality, and image counts. Troubleshoots missing images and partial transmissions, including non-DICOM file types (JPG, BMP, MP4, RAR), using PowerShare reconciliation and Push-to-PACS destination workflows and tools such as Etiam, Dicomizer, and Hermes; creates EMR orders to import images received via electronic transfer or digital media and conducts outreach to clinical staff regarding missing PowerShare transmissions.
• Serves as the primary upload support hub for Yawkey 2, Mammography Van, and Chestnut Hill uploading stations, triaging escalations, advising on upload workflows and image-specific issues, and routing items beyond IDA scope to the appropriate team.
• Uses the digital hard copy unit for burning images to CD/DVD or uses electronic transfer applications for patients, providers and outside hospitals, fulfilling requests to electronically transmit, mail or FedEx imaging studies to outside entities; follows multi-step processing of electronic image data sets and related documentation for patients, legal offices, insurance agents, etc. following established HIPAA guidelines.
• Participates in precepting new team members on operational workflows and policies, and/or provides specialized training (Epic, departmental databases, etc.).
• Adheres to policies and procedures, including but not limited to DFCI Medical Record policies for image releases, all appropriate regulatory and accreditation requirements and regulations, and Institute policies and procedures. Participates in departmental and institutional quality assurance/quality improvement (QA/QI) programs.
• Performs all other duties and responsibilities as directed.

Knowledge, Skills And Abilities

• Excellent English language reading, writing and speaking skills.
• Ability to perform under pressure.
• Proficiency with Windows/Mac operating systems and utilizing various software applications.
• Attention to detail, organizational skills, and proficiency in handling patient data.
• Ability to function as an integral member of the team.
• Ability to adapt to ever-changing environment, evolving workflows, and new software applications, and toggle between multiple systems during the day.
• Proficient with typing/data entry skills.
• Demonstrated critical thinking skills and ability to resolve complex customer service and technology issues.

Minimum Job Qualifications

• Associate’s degree required.
• Bachelor’s degree preferred.
• No experience required.
• Prior IT and customer service experience preferred.

Special Working Conditions

• Flexibility in traveling and performing image data associate services at all DFCI imaging locations as needed.