Job Description for Job Title s5

UW HEALTH JOB DESCRIPTION FILM LIBRARIAN Job Code: 19017 FLSA Status: Non-Exempt Mgt. Approval: Date: Department : HR Approval: Date: 2.2012 JOB SUMMARY

Under the general supervision of the Reception, Scheduling, and Image Management Supervisor, the Film Librarian maintains the electronic workflows for digital images and the HealthLink paperwork and outside comparisons for those studies, ensures timely and accurate delivery of paperwork and studies to the radiologists, manages patient medical imaging folders and records in terminal digit filing system, and assists training new staff. This position is also responsible for serving as a primary contact for troubleshooting problems with PACS, Powerscribe, IT, HealthLink and transcription issues, courier runs, and computer/printer problems. Other responsibilities include locating and retrieving patient folders, obtaining signed release of information forms from patients, receiving and returning outside comparison studies, processing physician and patient requests for films and reports, coordinating with Meriter and UWHC on the transfer of images via PACS, and answering the department telephone and following up on phone requests. This position is responsible for finding pertinent medical history and prior exams for scheduled appointments, including the ability to learn Epic and PACS systems. The incumbent will be responsible for checking status reports to ensure all radiology exams are read in timely manner. Other duties include checking faxes and combining paperwork necessary for the reading of radiology images. The incumbent works independently and makes decisions based on experience and knowledge.

MAJOR RESPONSIBILITIES

1. Determine patient image management filed status. 2. Retrieve and process patient folders/images for scheduled and add-on appointments. Retrieve patient folders for unscheduled appointments. 3. Review and monitor and surgery schedules for folder/image needs. 4. Obtain previous studies (within or outside of UWMF) for patients scheduled at our 1 S. Park, 20 S. Park, Deforest Windsor, East Towne, Odana Atrium, and Yahara clinics on a timely basis. 5. Retrieve folders for daily room schedules. 6. Set up satellite films for dictation, including matching reports, outside films, and control sheet. 7. Deliver control sheets on a timely basis to the radiologists’ reading room for review and/or dictation. 8. Find pertinent medical history and previous exams from outside facilities for scheduled appointments. 9. Look for previous films and/or history using UW Health Epic and Meriter systems. 10. Distribute reports and folders to proper location. 11. Maintain printers, fax machine, digitizer, and CD burner. Work directly with IT or vendors to troubleshoot problems. 12. Mail and/or fax report and film requests. Follow through to ensure films arrive on a consistent basis prior to patient’s appointment time. In the event that films do not arrive prior to appointment follow up as needed to ensure films are read in a timely manner. 13. Retrieve file folders from the reading rooms and courier bags and mail, and accurately file using the terminal digit filing system. 14. Maintain an accurate record of all incoming and outgoing medical imaging studies. 15. Follow proper procedures when releasing images, directing outside requests for reports to Health Information Management as needed. 16. Help to maintain remote storage records as needed. 17. File mammography reports and determine if films can be sent back to original clinic or if follow up will be needed. Maintain a temporary filing system for holding studies for follow-up appointments. 18. Monitor Health Link in-basket and send out required exam reports. 19. Process outside film reads by following established protocols 20. Follow proper protocol for using U.S. mail or courier system. 21. Mail requests for return of UWMF films. 22. Check periodically for misfiles, duplicate folders, and out guides that are no longer needed. 23. Investigate lost films and/or folders. 24. Purge inactive jackets and/or films according to UWMF purge policy, sending files to AOB image management on a regular schedule. Understand and follow record retention and destruction guidelines. 25. Maintain deceased files per department guideline. 26. Answer department phone in a professional demeanor and follow through in a timely manner. 27. Rotate within department to provide proper coverage as determined by the supervisor. 28. Create and maintain an image management protocol manual on task procedures (used as a training resource). UW HEALTH JOB DESCRIPTION 29. Respond to a high volume of provider, clinic, and staff requests in a timely manner using effective customer service skills. 30. Run status reports and follow through to ensure all radiology studies are read in a timely manner. 31. Troubleshoot dictation/report issues with HealthLink and Transcription, and radiologists or techs as needed 32. Train new Image Management, float staff and/or temporary help as needed. 33. Serve as a department resource person on courier runs to insure timely pickup and delivery. Also serve as a contact person for troubleshooting problems with courier runs. 34. Work with the PACS staff members to resolve image, digitizing and dictation problems, keeping supervisor informed 35. Participate in staff meetings. 36. Digitize images including reviewing images in the PACS system. 37. Transfer images from CD to the PACS database. 38. Transfer images from the PACS database to CD. 39. Work directly with the Reception, Scheduling, and Image Management Supervisor, providing suggestions, solutions, and improvements to the function of the file room. 40. Inform supervisor on new hire progress and helps develop training plans. Alert supervisor of problems/potential problems. 41. Process department incoming mail. 42. Maintain reading rooms in clean and proper order, with needed supplies stocked. 43. Maintain the workspace in a clean and orderly manner, maintaining confidentiality of information. 44. Process and file OB/GYN films/folders. 45. Serve as a customer service contact to various personnel. 46. Provide problem solving support for records corrections. 47. Understand the relationship and interactions of the PACS/Powerscribe, PenRad and Health Link databases. 48. Edit and correct records for images from both internal and external sites. 49. Correct image identification, storage, and labeling as necessary. 50. Assist with record moves/transfers as needed. 51. Process worker’s compensation and legal requests following established protocols. 52. Order supplies for the film library and the fax/copier/printer. 53. Perform other duties as assigned.

ALL DUTIES AND REQUIREMENTS MUST BE PERFORMED CONSISTENT WITH THE UW HEALTH PERFORMANCE STANDARDS. JOB REQUIREMENTS Education Minimum High school diploma or equivalent Preferred Work Experience Minimum 1 year experience in a medical setting or with medical terminology preferred Preferred Licenses & Certifications Minimum Preferred Required Skills, Knowledge, and Abilities  Strong customer service and verbal/written communication skills  Ability to work with others to attain common goals  Ability to prioritize tasks  Prior computer skills preferred  Ability to file utilizing a terminal digit filing system desirable  Exhibits caring attitude when relating to patients, both on the phone and in person  Professional and ethical conduct  Excellent interpersonal skills with the ability to interact effectively with patients and families health care professionals and co-workers  Strong organizational skills with attention to detail  Ability to comply with all HIPAA requirements  Ability to digitize films including reviewing images in the PACS system  Ability to handle multiple tasks/projects and meet deadlines  Ability to learn Epic, and PACS  Ability to take initiative and use independent judgment  Ability to maintain a clean, well-organized, well stocked workspace  Valid driver’s license or ability to travel to-form assigned work sites  Ability to consistently adhere to UW Health Performance Standards  Ability to consistently adhere to UW Health Ambulatory Service Standards UW HEALTH JOB DESCRIPTION

AGE SPECIFIC COMPETENCY (Clinical jobs only) Identify age-specific competencies for direct and indirect patient care providers who regularly assess, manage and treat patients. Instructions: Indicate the age groups of patients served either by direct or indirect patient care by checking the appropriate boxes below. Next, Infants (Birth – 11 months) X Adolescent (13 – 19 years) Toddlers (1 – 3 years) X Young Adult (20 – 40 years) Preschool (4 – 5 years) X Middle Adult (41 – 65 years) School Age (6 – 12 years) X Older Adult (Over 65 years) JOB FUNCTIONS Review the employee’s job description and identify each essential function that is performed differently based on the age group of the patient.

PHYSICAL REQUIREMENTS Indicate the appropriate physical requirements of this job in the course of a shift. Note: reasonable accommodations may be made available for individuals with disabilities to perform the essential functions of this position. Physical Demand Level Up to 33% of the time 34%-66% of the time 67%-100% of the time Sedentary: Ability to lift up to 10 pounds maximum and Negligible occasionally lifting and/or carrying such articles as dockets, ledgers and small tools. Although a sedentary job is defined as one, which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required only occasionally and other sedentary criteria are met. X Light: Ability to lift up to 20 pounds maximum with frequent Up to 10# or Negligible or constant lifting and/or carrying of objects weighing up to 10 pounds. requires significant push/pull of items of Even though the weight lifted may only be a negligible amount, walking or standing, or negligible weight a job is in this category when it requires walking or standing to a requires pushing/pulling significant degree. of arm/leg controls Medium: Ability to lift up to 50 pounds maximum with frequent lifting/and or carrying objects weighing up to 25 pounds. Heavy: Ability to lift up to 100 pounds maximum with frequent lifting and/or carrying objects weighing up to 50 pounds. Very Heavy: Ability to lift over 100 pounds with frequent lifting and/or carrying objects weighing over 50 pounds. List any other physical requirements or bona fide occupational qualifications:

Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.