Job Description

Schedule: Monday-Friday, 8:00am to 5:00pm

At Children’s Nebraska, our mission is to improve the life of every child through exceptional care, advocacy, research and education. As the state’s only full-service pediatric healthcare center, we provide comprehensive, holistic care to our patients and families—from primary and specialty care to behavioral health services and everything in between. Dedicated to a People First culture, we foster an environment with joy, belonging, wellbeing, learning and growth. Turn your passion into purpose and make a difference where it matters most.

A Brief Overview

The Document Management Assistant is responsible for the scanning, sorting, and indexing of paper mail and faxed documents received by the department. This role ensures that all necessary information is available, accurate, and correctly documented in EPIC and OnBase for seamless record management. The Clerical Assistant also performs queries in EPIC to locate missing invoice numbers and verifies patient information to ensure proper indexing of documents. 

Essential Functions

• Document Processing & Indexing
• Perform queries in EPIC for missing invoice numbers and verify that patient information matches the invoice number. 
• Enter invoice numbers and mandatory fields in OnBase to properly index documents for placement in EPIC. 
• Ensure all necessary documentation is included and accurately recorded before indexing. 
• Mail & Fax Management
• Retrieve, open, and sort incoming mail into appropriate scanning categories. 
• Monitor and distribute documents from fax queues as necessary. 
• Ensure compliance with all quality and quantity standards for document handling.
• Document Preparation & Scanning  
• Review correspondence to ensure the correct invoice number is recorded. 
• Scan documents into the system and distribute other correspondence that does not require scanning. 
• Equipment Maintenance & Compliance  
• Perform basic maintenance and cleaning of scanning equipment. 
• Report equipment issues to the supervisor in a timely manner. 
• Adhere to all compliance and confidentiality policies regarding document handling. 
• Regular attendance at work is an essential function of the job.
• Perform physical requirements as described in the Physical Requirements section

Education Qualifications

• High School Diploma or GED Required

Experience Qualifications

• 1-3 years experience in healthcare Preferred

Skills and Abilities

• Excellent organizational skills (High proficiency)
• Excellent time management skills (High proficiency)
• Basic computer proficiency, including experience with Epic and OnBase (Low proficiency)
• Basic knowledge Microsoft Word and Excel (Low proficiency)
• Self-Motivated and able to work independently (High proficiency)
• Strong communication and interpersonal skills (High proficiency)

Children’s is an equal opportunity employer, embracing and valuing the unique strengths and differences of people. We cultivate an inclusive environment of respect and trust where we all belong. We do not discriminate based on race, ethnicity, age, gender identity, religion, disability, veteran status, or any other protected characteristic.