Document Control Specialist

Document Control Specialist

Location: Casselberry, FL

Department: Document Control

Reports to: Document Control Manager


Summary of Position Role/Responsibilities

Under the supervision of the Credentialing Manager, the Document Control Specialist is responsible for collecting the necessary documents to compose complete and accurate electronic files for each Healthcare Professional coming through the program within the specified time frame. 

Essential Functions of The Job 

  • Communicates and ensures the monthly departmental goals and objectives are met
  • Tracks all documents sent from healthcare professionals and continuously follows up on the submittal of required documents via phone and email during the 30-day file completion timeframe
  • Monitors timelines and deadlines to identify potential delays and proactively escalates issues to the Credentialing Manager, as needed
  • Processes files received from the recruitment team and ensures they are fully completed within 30 days of the file being transferred to Document Control 
  • Scans and enters all documents into the HCP database file (QuickBase), while ensuring all data is accurate and complete
  • Creates e-files (electronic files) to be reviewed by the Operations team using Adobe software 
  • Submits updated reports to Manager as needed 
  • Collaborates with other Avant departments to ensure healthcare professionals experience a smooth transition as they go through the program
  • Holds direct and continuous telephonic and e-mail communication with healthcare professionals 
  • Builds rapport and trust with applicants as they go through the onboarding process at Avant 
  • Represents the Avant Healthcare program in a professional manner
  • Ability to multitask, work independently and meet deadlines in a fast-paced environment
  • Ability to learn and assimilate new and varied information quickly and efficiently 
  • Administrative duties and recordkeeping – database management and data entry, report creation
  • Ensures high level accuracy and quality of Employment Packs (links, documents…etc.) completed for each healthcare professional moving into the E-File Ready Stage. 
  • Finalizes recruitment files that are “ready for review” to commence next steps in the onboarding process

Marginal Functions of The Job 

  • Other duties as assigned

Supervision 

Received: Supervisor provides instruction and direction through personal observation, individual conferences, specific directive, and written memoranda.

Normal Work Schedule

This is a full-time hourly position. Standard business hours are Monday – Friday, 8:00 AM - 5:00 PM.

Education, Training, And Experience

  • Preferred Bachelor’s Degree and a minimum of 1-2 years of related experience; or equivalent combination of education and experience.  
  • Excellent computer skills with Microsoft office, Outlook, Adobe, and data-entry

Required Licenses, Certifications, and Other Specific Requirements of Law

  • Health Insurance Portability and Accountability Act (HIPAA) certification

Other Characteristics of The Position

Physical Demands: 
  • Sitting for long periods at a time
  • Regularly required to talk or hear
  • Occasional lifting of office supplies up to 20 lbs
  • Vision abilities including close vision and ability to adjust focus
Mental Demands:
  • Works with little need for guidance or reliance on oral or written instructions
  • Is free to plan work assignments and schedule to meet long-term goals and objectives
  • Performs a wide range of tasks as dictated by variable demands and changing conditions
  • Performs a wide range of complex tasks
  • Persuade or explain complex issues in person or by phone
  • Withstanding moderate amounts of stress
Work Environment:
  • This job operates in a professional office environment. This role routinely operates standard office equipment. Standard office hours are Monday through Friday, 8:00 AM to 5:00 PM EST

Communication 

Internal: Daily contact with professional staff members and contracted field staff.
External: Regular contact with vendors, governmental agencies, and clients.

Statement of Responsibility for Confidential Data

  • Has access to and requires daily use of confidential records 
  • Required by federal law to maintain strict confidentiality of “Avant” employee information and maintain security of such information
  • Proprietary Information and Non-Conflict Agreement required
  • HIPAA certification required

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Avant Healthcare Professionals is an Equal Employment Opportunity (EEO) employer and does not discriminate based on race, color, religion, sex, sexual orientation, national origin, age, marital status, disability, veteran's status or any other basis protected by applicable discrimination laws.

Avant Healthcare Professionals is a member of the Jackson Healthcare family of companies.