Imaging Data Associate

Overview

Reporting to the Image Library Supervisor, as Imaging Data Associate I , this mission critical position is responsible for data logistics activities involved in the electronic management, retrieval, and transmittal of imaging data sets. The Image Data Associate (IDA) works in a busy environment with a high patient volume, managing complex technical tasks while balancing multiple real-time priorities, being responsible for offering exemplary customer service and resolving and triaging issues presented during both face-to-face or telephone interactions.

This position includes the data retrieval and transmission from electronic software applications, quality control, acting as the escalation point for issues presented by remote uploading stations , and data transmittal to DFCI Clinical Research Coordinators (CRC), clinical trial sponsors and Clinical Research Organization (CRO) in compliance with the Health Insurance Portability and Accountability Act (HIPAA), Good Clinical Practice (GCP) and 21 Code of Federal Regulators (CFR) Part 11 and DFCI standing operating procedures.

Located in Boston and the surrounding communities, Dana-Farber Cancer Institute is a leader in life changing breakthroughs in cancer research and patient care. We are united in our mission of conquering cancer, HIV/AIDS and related diseases. We strive to create an inclusive, diverse, and equitable environment where we provide compassionate and comprehensive care to patients of all backgrounds, and design programs to promote public health particularly among high-risk and underserved populations. We conduct groundbreaking research that advances treatment, we educate tomorrow's physician/researchers, and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.

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, ETIAM, LifeImage 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
• Responsible for the receipt of all outside imaging sent to DFCI, tracking and prioritizing workflow based on patient/provider appointments; d irects activities relating to applicable image upload software, creating orders in the EMR to import images received via electronic transfer or digital media to PACS, ensuring adherence to established procedures and priorities; responsible for outreach to other departments for missing upload request forms, tracking all requests and communicating completed requests to the provider. Enters data into patient-care related databases; responsible for outreach to outside entities and patients to connect to our electronic image sharing platform; responsible for monitoring requests from outside entities to connect with the DFCI electronic image sharing platform
• 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.).
• Ensures that all appropriate regulatory, accreditation, and institutional requirements are met, and participates in departmental and institutional quality assurance/quality improvement (QA/QI) programs.
• Demonstrates flexibility in traveling and performing image data associate services at all DFCI imaging locations.
• Performs all other duties and responsibilities as directed.

Qualifications

Image Data Associate I:

• Associate degree required or equivalent work experience, Bachelor’s degree preferred.
• Prior IT and customer service experience preferred.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Excellent English language reading, writing and speaking skills required
• Excellent customer service skills and ability to perform under pressure
• Proficiency with Windows and Mac operating systems
• Familiarity with database and spreadsheet programs such as MS Access and Excel
• Strong organizational, quantitative, critical thinking and analytical skills
• Ability to multi-task and function as an integral member of the team
• Ability to adapt to ever-changing environment and able to toggle between multiple systems during the day
• Demonstrated flexibility and ability to take on additional responsibilities as situations require

PATIENT CONTACT:

Yes, this position entails patient contact and communication. Methods of contact are in person, telephone and e-mail.

WORKING CONDITIONS: Fast-paced with multiple visual and auditory distractions . Ability to operate a computer, keyboard and standard office equipment required. While performing the duties of this job, the employee is occasionally required to stand; sit; walk; use hands to handle objects and office supplies; reach with hands and arms.

DYNAMIC WORK LOCATION and SCHEDULE ASSIGNMENT:

• Fully on-site
• This role includes periodic travel to other imaging locations (e.g., Longwood, Chestnut Hill, etc.).

External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.

DISCLAIMER: The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. Requirements are subject to possible modification to reasonably accommodate qualified individuals with disabilities. This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

At Dana-Farber Cancer Institute, we work every day to create an innovative, caring, and inclusive environment where every patient, family, and staff member feels they belong. As relentless as we are in our mission to reduce the burden of cancer for all, we are equally committed to diversifying our faculty and staff. Cancer knows no boundaries and when it comes to hiring the most dedicated and diverse professionals, neither do we. If working in this kind of organization inspires you, we encourage you to apply.

Dana-Farber Cancer Institute is an equal opportunity employer and affirms the right of every qualified applicant to receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, genetic information, disability, age, ancestry, military service, protected veteran status, or other characteristics protected by law.