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Document Management Specialist

4 months ago

Brooklyn, United States Platinum Home Health Care Full time

***:
The Document Management Specialist is responsible for efficiently handling all aspects of document processing, including scanning, troubleshooting, and maintaining accurate records. This role plays a crucial part in ensuring the integrity and compliance of patient and personnel records.

**JOB DESCRIPTION**:
1. Punctuality and Readiness: Be punctual and ready to work at the assigned start time. Maintain a consistent presence to support daily operations.

2. Team Participation: Actively participate in and promote a collaborative team environment. Contribute to a positive workplace culture through teamwork.

3. Professional Phone Etiquette: Answer phones in a professional and timely manner. Handle phone inquiries with courtesy and efficiency.

4. Problem Definition and Resolution: Demonstrate the ability to define problems and tasks. Collect data, establish facts, and facilitate the resolution of issues.

5. Computer Proficiency: Perform various computer functions to assist with communication between departments. Support overall office operations through computer-related tasks.

6. Office Equipment Knowledge: Possess knowledge of using office equipment such as computers, telephones, copy machines, and fax machines. Ensure proper operation and maintenance of equipment.

7. Privacy and Compliance: Respect patient and employee rights and privacy. Ensure the security of protected information and comply with the agency’s compliance program and privacy policies.

8. Clerical and Data Entry Tasks: Perform a variety of complicated clerical and computer entry tasks. Execute duties as assigned by the Office Maintenance Manager and Director of Operations.

9. Professionalism: Maintain a professional attitude and appearance in all interactions. Uphold a standard of professionalism consistent with the organization's values.

**RESPONSIBILITIES**:
1. Scan all patient and personnel records into the designated scanning system.

2. Ensure the accurate and systematic digitization of physical documents.

3. Review all scanned forms for inaccuracies and discrepancies.

4. Communicate any identified issues to the respective departments for resolution.

5. Troubleshoot scanning issues and address them promptly to maintain compliance.

6. Print records as requested during contract or Department of Health (DOH) audits.

7. Assist in preparing necessary documentation for audits to ensure compliance.

8. Collaborate with the IT or relevant department to resolve technical challenges.

9. Perform various general office duties, including scanning, faxing, filing, and data entry.

10. Collaborate with team members to ensure the smooth flow of document-related tasks.

**WORK ENVIRONMENT**:Works in an office environment with regular exposure to staff and patient elements and occasional stress.

**COGNITIVE REQUIREMENTS**:Must work cooperatively with others and perform a wide variety of complex and complete tasks involving office equipment and machinery.

**QUALIFICATIONS**:

- High school diploma or equivalency required.
- Proficient in document scanning and data entry.
- Strong attention to detail and accuracy.
- Basic troubleshooting skills for scanning equipment and software.
- Familiarity with compliance standards related to document management.
- Excellent organizational and time-management abilities.

**FUNCTIONAL ABILITIES**: The physical demands described here are representative of those that must be met by an employee to successfully perform the essentials of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand, walk, sit, use hands and fingers, handle or feel, and to talk and/or listen on the phone and in person. The employee is occasionally required to reach with hands and arms. The employee must regularly lift and/or move up to ten pounds and occasionally lift and/or move 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to focus.
- Must be able to read twelve point or larger type.
- Must be able to lift, stoop and bend effectively to be able to perform the above-listed job functions.
- Must be able to hear adequately with no more than an amplifier on the phone and speak in a manner understood by most people.

Pay: $19.00 - $20.00 per hour

**Benefits**:

- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Vision insurance

Schedule:

- 8 hour shift

**Language**:

- Spanish (preferred)

Work Location: In person