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Document Control Specialist Program Coordinator

Company: COMMUNITY MEDICAL CENTERS INC
Location: Stockton
Posted on: November 12, 2021

Job Description:

Job Details

Level
Experienced

Job Location
CMC - Administration - Stockton, CA

Description

POSITION SUMMARY:

The Document Control Specialist Program Coordinator is responsible for creating and implementing solutions that allow CMC to systematically track all documents throughout the organization. Their primary responsibility is to manage company documents, contracts, policies, and procedures while also ensuring their accuracy, quality and integrity. They will also assist in reviewing, editing and formatting, policies and procedures and other forms or documents. The Document Control Specialist anticipates and solves problems and issues within his/her area of responsibility. In addition, they independently lead, design, develop and implements new tools and techniques used in the Document Management system.

SPECIFIC DUTIES:

  • Create and establish an internal document control protocols to track, log, and route documents to the appropriate parties
  • Work with CMC Leadership team on creating systems to ensure they are archiving all prior protocals and training materials
  • Develop a system to track all claims information including licening board complaints, malpractice claims, provider subpoena's, and potential claims
  • Develop a process to systematically track all contracts/agreements and ensure that the contracts are reviewed, signed, and the countersigned agreements are returned
  • Draft documents for the Compliance Department and other CMC departments as requested and appropriate
  • Assist in the translation and drafting of documents from English to Spanish
  • Assists the Compliance Officer in the preparation for site visits from HRSA including the managing of documents required to be reviewed by HRSA review team/auditors
  • Independently lead and coordinate the operation, maintenance and improvement of the document control system
  • Review, edit, and format documents and initiate/manage document workflows
  • Store, manage, and track company documents
  • Scan, image, organize, and maintain documents, adhering to the company's document lifecycle procedures
  • Coordinate the triennial/annual review of documents
  • Collaborate with CMC staff as needed during the document revision or contract management process
  • Track progress of documentation tasks, ensuring accurate and timely delivery of all projects
  • Lead the design, development, implementation and operation of an electronic document control/management system
  • Provide training on Document Control concepts and tools, and design/develop training and instructional materials
  • Develop a training process to educate staff on updates to policies, procedures, or other new protocols
  • Custodian of all CMC policies and procedures
  • Ensures CMC policies and procedures are compliant with the requirements of HRSA and the Joint Commission
  • Works with CMC Leadership to ensure all policies and procedures are reviewed and updated in a timely manner consistent with HRSA and Joint Commission requirements
  • Lead and support CMC Administrative staff in the change process for separating their policies from their procedures and continue to administer appropriate processing of policies and procedures.
  • Custodian of all CMC forms. Create and/or update forms
  • Assist frontline staff in ensuring current forms are used, help operations and nursing departments to develop or improve forms
  • Provide back up support during the Compliance Officer and General Counsel's absence to assure appropriate referral to delegated authority or resolution
  • Prepare and distribute documents and protocols to appropriate staff at all sites
  • Assist Directors and Managers with coordination of various administration responsibilities
  • Compose, type, and file correspondence, reports, and other documents
  • Handle confidential information and matters of discretion in a professional manner
  • Maintains administrative file system
  • Responsible for special projects as directed
  • Perform other duties as assigned

    Qualifications

    MINIMUM REQUIREMENTS
    • High School Diploma/GED with 5 years of experience, AA degree with 3 years of experience, or a Bachelor's degree with one year of experience. Years of experience should be focused in administrative experience and experience should reflect progressively that the administrative duties increased to higher level experience.
    • Health Care administration experience is a plus
    • Preferred Paralegal Certificate
    • Familiarity with PolicyTech and Contract Management Software
    • Creative problem solving and demonstrated ability to improve systems
    • Advanced knowledge of word processing and forms development software such as MS Office, Adobe, and internet
    • Advanced knowledge of Microsoft Excel required
    • Ability to communicate in English written and verbal, at college level
    • Valid California Driver's license, proof of insurance and personal transportation
    • Ability to read, write, and communicate in Spanish is highly desirable

      PERFORMANCE REQUIREMENTS:
      • Knowledge, Skills, and Abilities
      • Ability to think critically and problem solve independently
      • Ability to multitask
      • Ability to review contracts/agreements for basic terms and provisions
      • Ability to troubleshoot by recognizing problems and putting solutions into action
      • Ability to pay critical attention to detail
      • Knowledge of organization policies, procedures and systems
      • Knowledge of office management practices
      • Ability to proofread written materials to identify errors in punctuation, spelling and grammar
      • Ability to prioritize and maintain adequate progress of work on assignments and project
      • Ability to handle difficult situations with minimal instructions
      • Ability to compose correspondence based on policy, protocols, procedures and guidelines
      • Ability to operate a word processor and advanced knowledge of software applications such as Microsoft Office, Adobe, and Internet

        TYPICAL PHYSICAL DEMANDS:
        Requires prolonged sitting, some bending, stooping and stretching. Requires eye-hand
        coordination and manual dexterity sufficient to operate a keyboard, photocopier,
        telephone, calculator and other office equipment. Requires normal range of hearing and eyesight
        to record, prepare and communicate appropriate reports. Requires lifting papers or boxes up to
        25 pounds. Requires dexterity to word process at 70 wpm.

        TYPICAL WORKING CONDITIONS:
        Work is performed in an office environment. Involves frequent contact with staff and the public. Work may be stressful at times. May be required to work evenings and/or weekends.

Keywords: COMMUNITY MEDICAL CENTERS INC, Stockton , Document Control Specialist Program Coordinator, Other , Stockton, California

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