Document Management Supervisor

This position is Onsite. Our office is located at 6860 W 115th St, Overland Park, KS 66211.

Optum is a global organization that delivers care, aided by technology to help millions of people live healthier lives. The work you do with our team will directly improve health outcomes by connecting people with the care, pharmacy benefits, data and resources they need to feel their best. Here, you will find a culture guided by diversity and inclusion, talented peers, comprehensive benefits and career development opportunities.

Come make an impact on the communities we serve as you help us advance health equity on a global scale. Join us to start Caring. Connecting. Growing together.

The position is integral in overseeing various job functions and work streams aligned to our Central Document Management (CDM) teams. The person will work closely with leaders of Central Document Management, under Network Enablement, and other stakeholders/leaders that have a direct correlation to the various document management work streams that are supported by CDM. This key role is responsible for ensuring the efficient management of patient records, maintaining accuracy and organization in compliance with regulatory requirements.

The individual provides support in managing documentation retention and accessing relevant patient information as needed. They also oversee the timely sorting and processing of incoming mail and ensure its distribution across various departments, contributing to the organization's smooth functioning.

In addition, this role will supervise the various functions within our CDM operations, ensuring accurate and efficient processing of documentation work streams. They monitor workflow volume, ensure daily SLAs and metrics are met, and provide forecasts, trends, and information for operational and business planning. The person will also develop, enhance, and maintain operational information and workflows to support business needs, supporting short and long-term operational and strategic business activities.

Furthermore, they will manage and train mailroom coordinators and documentation specialists, aligning workflows with business change initiatives and project planning & implementation within CDM.

This position is full-time (40 hours/week) Monday - Friday. Employees are required to have flexibility to work any of our 8-hour shift schedules during our normal business hours of 7:00 am - 5:00 pm. It may be necessary, given the business need, to work occasional overtime.

We offer weeks of on-the-job training - Job shadowing and online training. The hours of training will be based on your schedule or will be discussed on your first day of employment.

• Oversees the daily operations within our patient & clinical records management and centralized mail hub management, ensuring workstream tasks are processed accurately and efficiently, within required SLAs.
• Overseeing CDM functions/workflows such as, processing of internal patient required documentation for tracking, special mailings, fulfills patient records requests, supports documentation indexing, tracking of SWOs & required prescriber orders, completing bi-annual prescriber license reverifications, processing of agency nursing notes/invoices, and oversees the intake & sorting of incoming mail for our Optum Infusion, HDP, & Specialty divisions.
• Develop and maintain metrics to measure the efficiency and effectiveness of our CDM operations. As well as setting priorities for the teams to ensure task completion and performance goals are met.
• Coordinates work activities with other supervisors, managers, departments, etc. as needed.
• Creates work schedules, identifies backup support, and manages PTO approval for team members.
• Provides oversight for operational team during annual PCI audits each year.
• Support with overview of policies and procedures to ensure compliance with organizational and regulatory requirements. Adheres to all policies and procedures relating to compliance, health, safety, and quality management.
• Develop and implement job aids to ensure required workflows are supported & staff are properly trained validating all required…