Sr Administrative Assistant, Health Information Management

WHY UT SOUTHWESTERN?
With over 75 years of excellence in Dallas-Fort Worth, Texas, UT Southwestern is committed to excellence, innovation, teamwork, and compassion. As a world-renowned medical and research center, we strive to provide the best possible care, resources, and benefits for our valued employees. Ranked as the No. 1 hospital in Dallas-Fort Worth according to U.S. News & World Report, we invest in you with opportunities for career growth and development to align with your future goals. Our highly competitive benefits package offers healthcare, PTO and paid holidays, on-site childcare, wage, merit increases and so much more. We invite you to be a part of the UT Southwestern team where you'll discover a culture of teamwork, professionalism, and a rewarding career!

JOB SUMMARY
Works under minimal supervision to provide advanced administrative support in coordinating day to day operations of department or division office.

1. Assists with the Forms Process

• Assists with all institutional forms (UTSW hospital and ambulatory and TBHC forms) including creation of new forms; analyzes existing forms for revisions or improvements; and recommends changes to enhance usability, functionality, and compliance with institutional standards.
• Creates, revises, and maintains forms using PDF-XChange Editor / Adobe Acrobat Pro, including development of fillable PDF forms, document formatting, version control, and publication-ready files.
• Serves as a contact and a resource for form processes.
• Analyzes forms to evaluate need for revision, consolidation, or discontinuation, and to evaluate necessity for build in iMed, Epic, or typeset from the Print Shop.
• Assists with form compliance, especially List A forms, with adherence to relevant regulations, industry standards, and organizational policies regarding format, content, and consistency.
• Assists with maintaining the master listing of institutional forms and the Forms portal for hospital, ambulatory, TBHC, and downtime forms, including publication of approved forms and document maintenance activities.
• Tracks, organizes, and processes form requests and/or questions from the resource mailbox.
• Works closely with various departments and key stakeholders to process form requests, gather requirements, solicit feedback, and ensure form design functionality, and document standards meet operational needs.

1. Assists with Institutional Forms Committee (Medical Staff Subcommittee)

• Assists with preparing forms, agenda, meeting materials, and minutes for the monthly Institutional Forms Committee where new, revised, downtime, and obsolete forms are presented.
• Assists with notifying key stakeholders and form users of changes to the forms process and form updates to assure that staff are aware of updates and therefore utilize the correct forms.
• Assists with forms workflow which involves design, draft, and final copy for new or modified forms to be approved by stakeholders and the Institutional Forms Committee.

1. Assists with Forms Stakeholder Review

• Assists with conducting biennial review of forms to assure that forms are updated on a regular, consistent basis.
• Assists with communicating with Language and Translation Services for necessary translations and the Print Shop for any forms needing typeset, setup for distribution, or orders for downtime forms on behalf of HIM and other departments.
• Assists with consulting Privacy and/or Compliance on requests when compliance or privacy issues arise requiring their attention.
• Assists with submitting all forms to Medical Risk Management/Legal Affairs for legal review of content and language.

1. Helps Assure Forms are Digitally Accessible

• Assists with verifying all forms meet digital accessibility requirements utilizing PDF-XChange Editor / Adobe Acrobat Pro, including reviewing and revising existing forms, coordinating accessibility remediation activities, and assisting with quality assurance of accessible PDF documents prior to publication.