Data Quality Specialist

J  o  b    D  e  s  c  r  i  p  t  i  o  n

JOB INFORMATION

Effective Date:

6/25/2026

Entity:

Wisconsin

Job Code:

440004

Job Title:

Data Quality Specialist

FLSA Exemption Status:

Non-Exempt

Management Level:

Individual Contributor

JOB SUMMARY

The Data Quality Specialist is responsible for the electronic medical record including routing of documentation, assisting others in finding needed routing information for specified providers, tracking failed faxes and documenting any breaches regarding patient documentation.

This position is responsible for accurate and timely routing of paper documents and electronically routed documents that have in-basket or fax failures. This can include quality monitoring, correction, and reporting of breaches to HIM management.  This position provides support to both internal and external customers in management and routing of patient documentation.

ESSENTIAL DUTIES

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Review electronic medical record documentation for accuracy and mail/fax to appropriate CC’d persons.

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Communicate with other departments internally and with external organizations to update provider routing information.

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Research missing provider and/or facility contact information and follow up accordingly.

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Monitor EMR for failed documentation and research accordingly for appropriate routing.

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Monitor failed faxes in Right Fax, research and re-send appropriately ensuring a breach does not occur.

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Monitor fax machine for incoming faxes and triage accordingly and reporting breaches per policy and regulatory requirements.

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Monitor assigned voice mail and email boxes for the department to update the provider phone book.

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Monitor and research any returned faxes or USPS mail and re-send appropriately, ensuring on.

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Maintain printer & fax machine paper to ensure it remains full.

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Research and document breaches of patient documentation (PHI).

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Answer and triage phone calls appropriately.

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Actively participate in process improvement, engagement, department, staff and other work meetings/teams.

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Submit Service Now tickets as needed to maintain optimal system processing.

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Maintain knowledge of and adhere to all HIPPA, confidentiality and compliance regulations, rules, guidelines, policies and procedures.

As needed, additional responsibilities reasonably within the scope of duties and physical requirements may be assigned.  ALL DUTIES AND REQUIREMENTS MUST BE PERFORMED CONSISTENT WITH THE UW HEALTH PERFORMANCE STANDARDS AND RESPECT FOR PEOPLE COMMITTMENTS.

X

Non-Clinical

JOB REQUIREMENTS

No minimum education

Required

High school diploma or equivalent.

Preferred

6 months

of work experience in a records-oriented setting

Preferred

1 year

experience in a clinical or Health Information Management Department of a large health care facility

Preferred

RHIT or RHIA preferred

Preferred

LICENSE, CERTIFICATIONS, AND REGISTRATIONS MUST BE MAINTAINED PER UW HEALTH POLICY. 

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Excellent verbal and written communication skills

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Knowledge of indices and filing systems necessary to file, store, and retrieve information from paper and electronic record systems preferred (terminal digit filing preferred)

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Ability to examine the record and verify patient identification

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Ability to examine a document and determine its proper placement within the paper or electronic record

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Knowledge of standard medical terminology, basic human anatomy and medical record format, content and medical documentation order preferred

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Detail orientated and ability to be self-motivated to prioritize and make decisions to complete duties in a timely manner

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Ability to work under pressure of deadlines

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Excellent interpersonal communication and team skills in a complex organizational setting

PHYSICAL REQUIREMENTS/WORKING CONDITIONS

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Sedentary: Sedentary work involves lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, 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 occasionally and other sedentary criteria are met.

Up to 10#

Negligible

Negligible

☐

Light: Light work involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. Even though the weight lifted may be very little, a job is in this category when it requires a good deal of walking or standing, or when it involves sitting most of the time with some pushing and pulling of arm or leg controls. To be considered capable of performing a full or wide range of light work, you must have the ability to do substantially all of these activities. If someone can do light work, we determine that they can also do sedentary work, unless there are additional limiting factors such as loss of fine dexterity or inability to sit for long periods of time.

up to 20#

Up to 10# or requires significant walking or standing or requires pushing/pulling of arm/leg controls.

Negligible or constant push/pull of items of negligible weight

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Medium: Medium work involves lifting no more than 50 pounds at a time with frequent lifting or carrying of objects weighing up to 25 pounds. If someone can do medium work, we determine that they can also do sedentary and light work.

20-50#

10-25#

Negligible-10#

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Heavy: Heavy work involves lifting no more than 100 pounds at a time with frequent lifting or carrying of objects weighing up to 50 pounds. If someone can do heavy work, we determine that they can also do medium, light, and sedentary work.

50-100#

25-50#

10-20#

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Very Heavy: Very heavy work involves lifting objects weighing more than 100 pounds at a time with frequent lifting or carrying of objects weighing 50 pounds or more. If someone can do very heavy work, we determine that they can also do heavy, medium, light, and sedentary work.

Over 100#

Over 50#

Over 20#

Other - list any other physical requirements or bona fide occupational qualifications not indicated above:

Over 50 lbs.

UW Health does not require, nor does it expect that its employees lift more than 50 lbs unassisted. Objects in excess of 50 lbs should be lifted or moved with mechanical means or through a team lift. Employees in patient care areas are expected to utilize mechanical lifts and adhere to the "Use of Mechanical Lifts (Liko)" policy in the Patient Services Policy and Procedure Manual.

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.

THE EMPLOYEE MUST BE ABLE TO COMPLETE ALL PHYSICAL REQUIREMENTS OF THE JOB WITH OR WITHOUT AN APPROVED ACCOMODATION. 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.