Healthcare Operations Supervisor - Document Management

AIS Healthcare; Dallas (TX); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Hybrid work

Medical Insurance

Life Insurance

Disability Insurance

Paid Time Off

401(k) Match

Career Growth

Team Collaboration

Patient Care Focus

Job summary

AIS Healthcare is seeking a Healthcare Operations Supervisor to lead the Document Management team, overseeing patient health information processing, storage, and retrieval in compliance with HIPAA and regulatory standards.

The role emphasizes leadership, EMR proficiency, and process improvement, with a hybrid/as-needed work model and opportunities for staff development and collaboration across Revenue Cycle, Billing, and Clinical teams.

Qualifications

• Experience in Health Information Management or Medical Records or Document Management.
• Experience working with Electronic Medical Records (EMR) systems.
• Strong healthcare documentation and records management knowledge.
• Excellent organizational, communication, and problem-solving skills.

Responsibilities

• Supervise and coordinate daily activities of the Document Management team.
• Manage staffing schedules, workload distribution, and time-off requests.
• Conduct performance reviews and coaching sessions.
• Provide employee training, mentoring, and ongoing development.
• Participate in hiring, onboarding, and disciplinary processes.
• Motivate team members to achieve departmental goals and service standards.

Skills

EMR Systems

Microsoft Excel

Document Management

Payer portals

Pivot Tables

VLOOKUP

XLOOKUP

Data analysis

Office equipment

Education

Associate/Bachelor's Degree

Tools

Availity

NaviNet

Scanner hardware

EMR Integrations

Job description

Hybrid Opportunity (As-Needed Basis) | Healthcare Revenue Cycle & Operations

Join AIS Healthcare

AIS Healthcare is the leading provider of Targeted Drug Delivery (TDD) and Infusion Care solutions. Guided by our core values of Innovation, Stewardship, and Unity, we are committed to Advancing Quality and Improving Lives for the patients, providers, and communities we serve.

We are seeking an experienced Healthcare Operations Supervisor - Document Management to lead our Document Management team and oversee the processing, maintenance, storage, and retrieval of patient health information. This role is ideal for a healthcare operations professional with leadership experience, strong EMR knowledge, and a passion for process improvement and team development.

Why Join AIS Healthcare?

We Offer a Comprehensive Benefits Package, Including

• Hybrid work flexibility on an as-needed basis
• Medical, Dental, and Vision Insurance
• Company-Paid Life Insurance
• Long-Term Disability Insurance
• Generous Paid Time Off
• 401(k) with Employer Match
• Career Growth Opportunities
• Collaborative Team Environment
• Mission-Driven Culture Focused on Patient Care

Position Summary

The Healthcare Operations Supervisor is responsible for overseeing the daily operations of the Document Management team, ensuring the accurate processing, storage, retrieval, and maintenance of patient health information in accordance with federal, state, payer, and accreditation requirements.

This role provides direct leadership for support staff involved in document management, medical records, correspondence coordination, EMR processing, and patient information workflows. The Support Supervisor will also drive quality initiatives, monitor performance, identify training needs, and support process improvement efforts.

What You'll Do

Team Leadership & Staff Development

• Supervise and coordinate daily activities of the Document Management team
• Manage staffing schedules, workload distribution, and time-off requests
• Conduct performance reviews and coaching sessions
• Provide employee training, mentoring, and ongoing development
• Participate in hiring, onboarding, and disciplinary processes
• Motivate team members to achieve departmental goals and service standards

Document Management & Operations

• Oversee daily processing of patient health information, medical records, correspondence, and documentation workflows
• Ensure timely triage, distribution, indexing, and retrieval of documents
• Oversee EMR document uploads through payer portals such as Availity and NaviNet
• Verify quality control of scanned, indexed, and distributed documents
• Monitor staff documentation practices for consistency and accuracy
• Coordinate with clinics and internal departments to resolve documentation gaps
• Serve as an escalation point for internal documentation-related inquiries

Quality, Compliance & Process Improvement

• Ensure compliance with HIPAA, company policies, accreditation standards, and regulatory requirements
• Conduct quality reviews of current workflows and procedures
• Analyze trends impacting departmental performance and revenue
• Develop and implement process improvements
• Create and update departmental policies, procedures, and training materials
• Monitor performance metrics and workflow efficiency

Cross-Functional Collaboration

• Partner with Revenue Cycle, Billing, Intake, Pharmacy, Clinical, and Sales teams
• Coordinate communication between departments and external providers
• Support organizational initiatives and special projects
• Assist in achieving operational and financial goals

Required Qualifications

• High School Diploma or GED
• Prior experience in Health Information Management, Medical Records, Document Management, or related healthcare operations
• Experience working with Electronic Medical Records (EMR) systems
• Strong understanding of healthcare documentation and document management processes
• Excellent organizational, communication, and problem-solving skills

Preferred Qualifications

• Associate's or Bachelor's Degree
• Previous leadership or supervisory experience
• Experience managing healthcare operations teams
• Experience with payer portals and electronic document submissions
• Knowledge of healthcare revenue cycle operations

Technical Skills

Successful Candidates Should Have Experience With

• Electronic Medical Record (EMR) Systems
• Microsoft Outlook, Word, and Excel
• Healthcare document management processes
• Scanning, indexing, retrieval, and records management
• Payer portals such as Availity, NaviNet, or similar platforms
• Office equipment including scanners, fax machines, and related technologies
• Advanced Microsoft Excel skills, including experience with Pivot Tables, VLOOKUPs/XLOOKUPs, formulas, filtering, sorting, and data analysis
• Ability to interpret data and use Excel to monitor trends, metrics, and operational performance

Travel Requirement

• Up to 25% travel may be required.

About AIS Healthcare

AIS Healthcare is the nation's leading provider of advanced sterile, patient-specific intrathecal pump medications and in-home infusion therapies. Through innovative pharmacy services, specialized nursing support, and comprehensive care coordination, we help providers deliver exceptional patient care and outcomes.

We're looking for positive, hardworking leaders who are passionate about developing employees, improving processes, and making a difference in the lives of patients and providers.

AIS Healthcare | Advancing Quality. Improving Lives.