Document Control Manager

Document Control Manager

Location: Casselberry, Florida

Department: Document Control

Reports to: Director / SVP Operations


Summary of Position Role/Responsibilities

The Document Control Manager will be responsible for administration and management of the Document Control. Management of the processing and administration of all documentation required for commencement of the Avant Healthcare Professionals program. Responsibilities also include management of the team to ensure timelines are met consistently in a timely, efficient and effective manner.  

Essential Functions of the Job

  • Daily oversight and management of the Credentialing Team
  • Supervises Document Control team including involvement in interviewing, hiring and training department staff; planning, assigning and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
  • Provides updates on department processing, timelines and metrics weekly to Director/SVP Operations
  • Analyzes departments’ operations to pinpoint opportunities and areas for improvement and minimize delays
  • Coordinates with other departments as required for smooth transfer of information and problem solving 
  • Researches, analyzes and remains current on educational, licensure and document delays and issues for countries Avant recruits from that can affect timelines and outcomes
  • Ensures processing of documents required to commence the program within 37 days of the file being transferred to Document Control 
  • Reviews all documents sent from healthcare professionals and ensures these are loaded correctly into HCP database file (QuickBase) within the 37-day file completion timeframe
  • Monitors collection of all information received, follows up on missing items and or incomplete forms, requirements and follow up as needed 
  • Identifies potential red flags and reports to direct report in a timely manner to ensure prompt resolution and to minimize delays
  • Communicates professionally and effectively with HCP’s by email and telephone
  • Maintains high quality, timely and accurate credentialing records for HCP’s prior to arrival in the US 
  • Coordinates with Avant overseas offices in regard to securing document requirements 
  • Creates e-files for review by Operations team using Adobe software 
  • Directs telephonic and e-mail communication with nurses
  • Represents in a professional manner the Avant Healthcare program, build rapport and trust with applicants as they process with Avant 
  • Communicates updated information to other Avant departments as required 
  • Submits updated reports to Director/SVP as needed 
  • Attends and participates in meetings with other team members and departments 
  • Administrative duties and recordkeeping – database, reports 

Marginal Functions of the Job

  • Other duties as assigned

Normal Work Schedule

  • This is a full-time non-exempt position. Standard business hours are Monday through Friday 8:00 AM to 5:00 PM. 

Education, Training and Experience

  • Bachelor’s degree preferred
  • Minimum of 3-5 years related experience and/or training; or equivalent combination of education and experience
  • Excellent computer skills with Microsoft office and data-entry
  • Familiarity with Joint Commission standards, State and Federal Regulations 
  • Ability to maintain confidentiality of privileged information gained 
  • Ability to work independently, productively and well under pressure
  • Ability to learn and assimilate new and varied information quickly and efficiently 

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:
    • Must understand and follow a set of clear oral and/or written procedures without deviation
    • Performs repetitive routine tasks
    • Withstand moderate amounts of stress
    • Must adhere to a provided work schedule to meet a set of qualitative production standards
    • Implements others’ decisions/procedures with little judgment required
    • Must relay information orally
  • Work Environment:
    • This job operates standard office equipment in a professional office environment. 

Policy Making and/or Interpretation

  • Administer Avant regulations, policies and procedures

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

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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.