DOCUMENTATION AND TRAVEL COORDINATOR

4 weeks ago

Fairmont, United States Healthcare Management Solutions LLC Full time
Job DescriptionJob Description

Position Summary:

The Documentation and Travel Coordinator provides administrative support in the day-to-day operations of the Survey Division. This position is primarily responsible for performing various documentation coordinating tasks and administrative duties, in collaboration with multiple internal teams, to deliver results within deadlines. This position also supports the Survey Coordination Center (SCC) as a backup coordinator as needed, coordinating mobilization and travel of medical facility surveyors.

Responsibilities/Duties:

  • Work with Survey Division leadership to develop, support, and maintain project guidelines and standards
  • Facilitate and assist with document creation and version control in accordance with project guidelines and standards
  • Assists with creation of process flows, reports, and spreadsheets
  • Work with the SCC in managing processes and flow of essential documents and files relevant to contract work being performed
  • Maintain file-naming convention and version control in accordance with guidelines and standards
  • Accept and ensure all assigned documents are uploaded to selected libraries (e.g., SharePoint, Box)
  • Oversee the storage and versioning of process / procedure documents relevant to contract work being performed
  • Audit, report, and assist with remediation of document control status and for selected libraries (e.g., SharePoint)
  • Responsible for:
    1. Reviewing survey documentation to ensure all required documents have been received
    2. Uploading survey documentation to storage site in accordance with established project procedures
    3. Contacting surveyors to request survey documentation
    4. Sending notifications/communications to CMS locations and SAs to communicate when documentation has been sent
    5. Ensuring confidentiality of sensitive information
  • Assists with the coordination of survey logistics (dates, travel plans, etc.) with the HMS surveyors, management staff, and a third-party travel agency
  • Receive, monitor, and organize survey information; enters, stores, and tracks documentation in a customized application tool
  • Receive and review survey expense reimbursement sheets for accuracy and completeness
  • Participate in meetings and trainings as directed
  • Perform special projects and other duties as assigned

Education/Experience Requirements:

  • A minimum of 2 years’ experience in administrative support
  • Experience in a government contracting environment preferred
  • Bachelor's degree preferred

Specific Knowledge & Skill requirements:

  • Demonstrated knowledge and experience with Microsoft Office document creation/management, spreadsheets, and process flow tools required
  • Proficiency utilizing Adobe Acrobat to combine files
  • Ability to read, write, and interpret general project correspondence, information, and reports
  • Ability to effectively and professionally answer questions and provide information to all project staff
  • Excellent communication skills in customer and staff interaction and problem solving
  • Ability to input data collected from various components of projects
  • Excellent skills in database programs
  • Microsoft SharePoint experience preferred


EOE STATEMENT: Healthcare Management Solutions, LLC has established an Affirmative Action Plan. HMS is deeply committed to the concept and practices associated with equal opportunity and affirmative action in all aspects of employment. HMS makes clear that all applicants will be treated without regard to race, color, sex, religion, national origin, age, disability, genetic information, sexual orientation, ancestry, marital status, changes in marital status, pregnancy or parenthood, gender, or gender identity or expression, military or veteran status, political affiliation, or any other protected characteristics under applicable law when the reasonable demands of the position(s) do not require distinction on the basis of age, disability, sex, marital status, changes in marital status, pregnancy, or parenthood.

This company does not tolerate unlawful discrimination in its employment practices. We recognize the value of diversity in our workforce and encourage all qualified candidates to apply. We thank all candidates who choose to apply, however, only those selected for a further interview will be contacted.

Equal Opportunity Employer/M/F/Vet/Disabled

HMS is an EEO/AA/E-Verify compliant and drug free workplace employer.

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