Imaging Data Associate I

Overview

Reporting to the Image Library Supervisor, the Image Data Associate (IDA) is a mission critical position that works in a busy environment with 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 and 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.

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
• Receive, validate, and process all external imaging for DFCI providers/satellite sites/pediatrics/Mammography Van (CD/DVD, USB, PowerShare, secure links, and records); route non-imaging items appropriately, perform case/record tracking in patient-care databases, prioritize/queue uploads, assign correct disease group (including resolving unknown patient entries), reconcile missing upload request forms via cross-department outreach, operate image upload software per SOPs/priorities, onboard/monitor electronic image-sharing requests with outside facilities and patients, and investigate multi-system receipt/upload status inquiries to expedite turnaround and notify 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.

License/Certification/Registration Required: None

Supervisory Responsibilities: No

Patient Contact: Yes

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

Special Working Conditions:

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

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 committed to having faculty and staff who offer multifaceted experiences. Cancer knows no boundaries and when it comes to hiring the most dedicated and compassionate 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.

Pay Transparency Statement

The hiring range is based on market pay structures, with individual salaries determined by factors such as business needs, market conditions, internal equity, and based on the candidate’s relevant experience, skills and qualifications.

For union positions, the pay range is determined by the Collective Bargaining Agreement (CBA).