Documentation Specialist

1 week ago

East Rutherford, United States PersonalRX Full time

PersonalRX, a rapidly growing mail order pharmacy is looking to hire a full-time Documentation Specialist in our East Rutherford, New Jersey office. We offer a very competitive salary, annual bonus, and stock (RSUs) in our company for high performers as well as promotion opportunities over time.
We are looking for someone to fill this critical position who is enthusiastic about developing and maintaining critical and proprietary company documentation that will help develop consistent companywide processes, assist in training new and existing staff; and improve quality and patient service.

Responsibilities
Document Creation and Management:

  • Create, review, edit, and format the company's critical documents, including policies and procedures, standard operating procedures (SOPs), work instructions, and training materials, ensuring they are accurate, easy to understand and in compliance with established guidelines and standards
Document Control and Versioning:
  • Establish and maintain document control processes, including version control, document tracking, distribution, and archival, to ensure that documents are current, accessible, and properly managed throughout their lifecycle
Quality Assurance:
  • Conduct quality reviews and audits of documents to identify errors, inconsistencies, and non-compliance issues, and recommend corrective actions and improvements to enhance document quality and integrity
Collaboration and Communication:
  • Collaborate with cross-functional teams, including subject matter experts (SMEs), project managers, quality assurance professionals, and regulatory affairs specialists, to gather information, review documents, and facilitate document approvals and revisions
Training and Documentation Support:
  • Provide training and support to employees on documentation processes, systems, and tools, ensuring that staff members understand document requirements, procedures, and best practices for creating and managing documentation

Document Retrieval and Retrieval:
  • Load and maintain documents in Trainual and develop procedures to facilitate easy access, retrieval, and distribution of documents, ensuring that authorized personnel can locate and retrieve documents quickly and efficiently as needed

Continuous Improvement:
  • Identify opportunities for process improvements, automation, and efficiency gains in documentation processes, systems, and workflows, and implement solutions to enhance productivity, accuracy, and compliance
Requirements:
  • Capable organizational skills to manage multiple documents, versions, and revisions effectively, ensuring that documentation processes are streamlined and efficient
  • Strong attention to detail to review, edit, and format documents accurately, identifying errors, inconsistencies, and non-compliance issues, and ensuring document quality and integrity.
  • Solid communication skills to collaborate effectively with cross-functional teams, convey information clearly and accurately, and facilitate document reviews, approvals, and revisions
  • Proficient with document management systems, word processing software, spreadsheets, and other relevant tools and technologies used to create, format, manage, and distribute documents
  • Possess strong critical thinking skills to identify issues, analyze root causes, and recommend solutions to address documentation-related challenges, such as compliance gaps, process inefficiencies, and quality issues
  • 1-3 years' experience in a Documentation Specialist role

We offer a very competitive salary, health benefits, paid sick time, paid time off, annual bonus (based on performance) and ownership (company stock) in our company for high performers as well as promotional opportunities over time.

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