Image Data Associate

POSITION SUMMARY:

Reporting to the Imaging Support Services Manager, 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 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 HIPAA, Good Clinical Practice (GCP) and the 21 Code of Federal Regulations (CFR) Part 11 and DFCI standing operating procedures.

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

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 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 written correspondence, providing specific information within their scope of knowledge and authority.

Maintains competency in all operational systems (Epic, Outlook, Quick Base, Visage, Power Share, ETIAM, Life Image 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; directs 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 Fed Ex 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…