Records Retrieval & Abstraction Supervisor

Digitization & Technology Management:

• Convert existing physical records into digital formats by managing the scanning, indexing, and quality assurance process.
• Establish and maintain high-speed, high-volume scanning workflows and procedures, including document preparation (staple removal, sorting) and image enhancement. 
• Act as system administrator for electronic document management systems (EDMS) and specialized scanning software. 
• Audit and verify scanned images for accuracy, readability, and proper metadata indexing. 
• Oversee the migration of data, including cleaning up, scrubbing duplicates, and consolidating multiple databases into one.  
• Configure security roles, indexing templates, coordinating with IT on upgrades, integrations, and incident response. 
• Establishes and monitors chain-of-custody for records from receipt through scanning, QA, indexing, and secure return or destruction, in alignment with Georgia Code and Regulations and State Archives schedules. 

Records Management & Compliance:

• Develop, implement, and enforce records retention and disposal schedules for both physical and digital records. Implements retention and disposition based on state archives schedules and Georgia code and Regulations. 
• Conduct audits to ensure compliance with legal, regulatory, (HIPAA) and internal policies.  Perform periodic internal audits, remediation plans, documentation of exceptions, and collaboration with Legal, IT Security and Compliance. 
• Ensure the confidentiality and security of sensitive documents, implementing proper access controls. 
• Maintain a comprehensive, up-to-date inventory of active and archived records.
• Develops and maintains written SOPs for digitization, access, retrieval, and destruction to support audit readiness. 

Project Management & Coordination:

• Serve as the lead for record digitization projects, managing timelines, milestones, and vendor relationships. 
• Train staff in new digital procedures, records management policies, and electronic system usage.
• Track daily activity data and prepare weekly/monthly reports on digitization progress and records inventory.  Backlog volume, images per FTE, error/defect rates, rework, and percentage of certificates digitized.
• Use of project plans, risk logs, pilot phases, and stakeholder communication.
• Provide performance metrics, SLA’s. secure file transfer, and acceptance criteria for vendor-produced images.

Program and Policy Leadership:

• Serves as a member of the Vital Records management team that implements the office’s strategic direction, process improvement, change management, policies, objectives, and operational plan to ensure high quality service and data is consistently provided to Georgia’s constituents and stakeholders.
• Advises the Records Manager on record establishment and critical retention schedules and complex request issues, metrics, trends, and solution recommendations to improve the quality and timeliness of service delivery.
• Provides Record Retrieval & Abstraction team with the direction, management and professional development necessary to ensure the team effectively meets its objectives.
• Responsible for all supervisory activity of team (e.g., hiring, on-boarding, setting performance and development objectives, evaluating performance, corrective action planning, recognition, review of leave requests, workforce planning, succession planning, coaching, and progressive discipline in coordination with HR, etc.).
• Participates, or assigns appropriate staff, to represent Vital Records record establishment and special services needs with both internal DPH teams and external groups from public agencies and private sector to coordinate efforts and share best practices, to enhance Georgia Vital Records record establishment and special service requests.
• Exercises independent judgment in prioritizing digitization work, resolving complex record issues, and enforcing retention and access policies. 
• Performs other assignments as required.

Bachelor’s degree in Operations Management, Business Administration, or a related field which includes two (2) years in a managerial or supervisory role: or six (6) years of related professional experience which includes two (2) years in a managerial or supervisory role. 
Note: An equivalent combination of knowledge, education, job or intern experience, training, or certifications that provides the necessary knowledge and skills to successfully perform the job at the level listed may be substituted year-over-year. 

Preferred Qualifications:

• Knowledge of state and federal laws regarding records management.
• Must be proficient with Microsoft Office products (e.g., Word, Excel).
• Preferred credentials: CRM, CRA, RHIA, RHIT, Project Management (PMP, CAPM) or similar. certification.
• Bachelor’s degree with 5 years’ experience in health records, or vital records with 2 years supervisory or project leadership experience. 
• Experience in federal, legal, or municipal records management.
• Experience interpreting and applying Vital Records policies and regulations.
• Experience working on organizational design/development/transformation projects would be highly desirable.
  
  

Georgia Department of Public Health Commissioner and leaders encourages all employees to engage in regular physical activities and to make lifestyle choices that promote health and well-being. The use of physical breaks during the workday is authorized to support this philosophy and assist employees in meeting their physical goals.  A maximum of 30 minutes in a given workday may be used to engage in physical activities, generally in the form of two 15-minute breaks or one 30-minute break.

Employment Information

Current State employees are subject to State Personnel Board rules regarding salary.

DPH accepts educational credential recognized by the Council for Higher Education Accreditation (CHEA) and/or the US Department of Education (DOE) will be considered. DPH will contact educational institutions to verify degree, diploma, licensure, etc.

The candidate selected for this position may be subject to pre-employment drug screening and a criminal background check.

As an employee of DPH, in the event of an identified emergency you may be required, as a term and condition of employment, to assist in meeting the emergency responsibilities of the department.

ADA Statement
The Georgia Department of Public Health is committed to providing access and reasonable accommodation in its services, programs, activities, and employment for individuals with disabilities.  If you require accommodations under the American Disability Act (ADA), email request by the closing date of this announcement to: DPH-HR@dph.ga.gov.

DPH is an Equal Opportunity Employer

Due to the volume of applications received, we are unable to provide information on application status by phone or e-mail. All qualified applicants will be considered, but may not necessarily receive an interview. Selected applicants will be contacted by the hiring agency for next steps in the selection process. Applicants who are not selected will not receive notification.

This position is subject to close at any time once a satisfactory applicant pool has been identified.