Document Retrieval Manager

1 day ago

Bethpage, New York, United States ABI Document Support Services, Inc. Full time
Job Title: Document Retrieval Manager

At ABI Document Support Services, we are seeking a highly skilled and experienced Document Retrieval Manager to join our team. As a key member of our operations team, you will be responsible for overseeing the daily workflow of our document retrieval services, ensuring that all clients' needs are met in a timely and professional manner.

The ideal candidate will have a strong understanding of document retrieval processes and procedures, as well as excellent analytical and problem-solving skills. You will be responsible for monitoring the development and progression of each department head and overall staff, reporting all developments directly to the Director of Operations.

Key Responsibilities:

  • Work with internal and external resources to gain a critical understanding of business operations and systems
  • Collaborate with department heads on strategic planning to better serve the company's corporate needs
  • Document business processes, training procedures, and standard operating procedures
  • Communicate process and/or procedural changes to department heads as dictated by business requirements
  • Prepare reports to support conclusions and provide possible resolutions/recommendations in accordance with company standards
  • Ensure compliance with applicable policies, procedures, and internal controls
  • Report monthly productivity numbers to the Director through accurate and consistent maintenance of company reporting systems and dashboards
  • Maintain quarterly reviews of staff and department heads to ensure applied changes are being complied with, and provide any necessary follow-up reports of uncorrected problem areas
  • Assist in designing tools and models (Excel, PowerPoint, etc.) that support and complement the Operations' Branch of organization, performance planning, and developmental processes
  • Attend and participate in management and/or cross-divisional meetings
  • Handle high-level escalations involving reviewing data and identifying trends and opportunities

Essential Managerial Responsibilities:

  • Carrying out all responsibilities in accordance with the company's standards, policies, and all applicable employment laws
  • Managing and monitoring workflow and providing support, training, and techniques to assist staff in achieving department daily/weekly/monthly goals and standards
  • Encouraging positive morale, maintaining harmony among staff, and resolving grievances when necessary
  • Overseeing the completion and approval of employee timecards and coordinating overtime needs with management and staff as needed
  • Actively participating in the department's staffing requirements, including hiring, onboarding, and separating of employees
  • Creating and implementing plans to meet department goals and metrics based on workload and client needs
  • Communicating change effectively and supporting those affected by change
  • Managing insubordinate staff when warranted and initiating coaching or corrective actions as required and/or directed by upper management
  • Evaluating staff needs and performance, providing periodic feedback to staff, and reporting any performance concerns and/or recommendations for growth opportunities to management
  • Actively participating and successfully conducting annual performance evaluations

Qualifications:

  • Must demonstrate a strong understanding of the organization's goals and objectives
  • Must be knowledgeable with Discovery Laws and state Evidence Codes
  • Must have prior technical and/or professional experience managing complex projects simultaneously, in addition to experience in strategic planning
  • Must have prior work experience in medical-billing, legal, or insurance claims office
  • Must demonstrate self-motivation and self-direction
  • Ability to absorb new ideas and concepts quickly
  • Must demonstrate strong analytical and problem-solving abilities
  • Ability to learn, understand, and evaluate the needs of each client
  • Ability to effectively prioritize and execute tasks in a high-pressure environment
  • Must demonstrate understanding of the internal processes of medical facilities and med-legal terminology
  • Must be able to multi-task and be able to adapt to change
  • Must be proficient in multiple software programs, including but not limited to Microsoft Office, with the ability to navigate Excel (formulas, spreadsheet design, etc.)
  • Ability to follow all company policies and procedures in effect at the time of hire and as they may change or be added from time to time

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