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Medical Transcription Supervisor

Model Job Description

The medical transcription supervisor should have at least 3 years' experience as a medical language specialist who can interpret dictation by physicians and other healthcare professionals in order to assist the medical transcriptionists with editing and clarification. In addition, the medical transcription supervisor should possess management and leadership capabilities. A current designation of Certified Medical Transcriptionist (CMT) or Certified Healthcare Documentation Specialist (CHDS) from AHDI is preferred.

Supervisor Defined

Different facilities use different titles, e.g., lead transcriptionist, transcription coordinator, supervisor, manager, department head. As used in this paper, the term medical transcription supervisor applies to that person whose job is one of daily oversight and direction of the medical transcription practitioners.

Tasks and Knowledge

AHDI identified the following tasks and knowledge as a basis for employers to recruit qualified supervisors who can direct and support medical transcriptionists. This list is not intended as a complete set of specific duties and responsibilities, nor is it intended to preclude any employer from assigning, directing, and controlling the work of its supervisors. Moreover, certain specific supervisor positions may require additional tasks and knowledge or less than the complete list below. Nevertheless, AHDI believes the following will apply in most supervisor contexts.

  1. Management
    • knows the institution's mission, vision, and values, and communicates same to staff
    • communicates effectively (both orally and in writing) with administrators, physicians, co-workers, and other healthcare personnel when providing information and/or services
    • directs, monitors, evaluates, and makes recommendations for continuous quality improvement
    • establishes a team-oriented, efficient, and effective work environment
    • handles difficult and sensitive situations tactfully and responsibly
    • prepares and analyzes department statistics as required
    • identifies the need for, and negotiates appropriate content of, contracts with employees, independent contractors, and medical transcription services
  2. Finance/Budget
    • develops, implements, and manages a budget according to institutional policies and procedures
    • develops short- and long-range financial strategies in concert with institutional mission, vision, and values
  3. Human Resources
    • complies with local, state, and federal employment laws affecting employees and independent contractors
    • complies with the Americans with Disabilities Act (ADA)
    • recruits, supervises, supports, and evaluates staff
    • disciplines staff and participates in termination when necessary
    • promotes and provides opportunities for professional development and continuing education
    • identifies and appropriately resolves conflicts
    • promotes and facilitates individual participation toward group efforts and decisions
    • elicits medical transcriptionists' input before making decisions on purchasing equipment, educational products, and reference materials
    • provides appropriate orientation, job training, and performance expectations
    • verifies RMT, RHDS, CMT, and CHDS status and other relevant credentials of medical transcription staff
    • performs the above in consultation and conjunction with the organization's human resources department, as appropriate or as required by the organization's policies
  4. Medical Transcription Practices
    • remains informed about new developments in medical transcription technology, processes, styles, and practices
    • when requested, listens to dictation and offers medical transcriptionists editorial guidance, applying knowledge of English and medical language, style, and practices
    • identifies the need for and facilitates continuing education for staff
    • identifies and provides appropriate resources for staff efficiency
    • identifies, plans, develops, implements, and enforces professional practice standards
    • assigns work according to department policies
    • researches and identifies necessary dictation and transcription equipment
    • reviews and makes recommendations for leases and service contracts for dictation and transcription equipment
    • uses technology to maximize efficiency, effectiveness, and safety of office environment
    • knows how to operate dictation and transcription equipment and troubleshoots problems
    • assesses condition of equipment and furnishings to identify need for replacement or repair
    • maintains systems security
    • acts as a communication link between medical transcriptionists and dictation originators, creating a path for two-way feedback
  5. Healthcare Documentation and Risk Management
    • develops and maintains policies and procedures to ensure compliance with local, state, and federal laws regarding the healthcare record
    • identifies potential risk management situations and reports to appropriate authority
    • develops and administers procedures for correction of transcribed medical documents
    • ensures compliance with facility's confidentiality and release of information policies and procedures
    • recognizes, interprets, and evaluates inconsistencies, discrepancies, and inaccuracies in medical dictation, and appropriately clarifies and/or reports them
    • ensures compliance with applicable standards for transcription departments established by The Joint Commission (TJC), ASTM, HL7, the Centers for Medicare and Medicaid Services (CMS), and other appropriate standards-setting bodies

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