Cardiology Associates is seeking a highly organized and detail-oriented Document Control Associate to join our team. The ideal candidate will be responsible for managing and maintaining accurate documentation within the company, ensuring that all records are organized, updated, and accessible. This role is essential to the smooth and efficient operation of our organization, particularly in maintaining the integrity and compliance of medical and administrative documentation.
Key Responsibilities
Key Responsibilities
- Manage and organize all company documents, including medical records, patient files, internal forms, reports, and correspondence.
- Ensure that all documents are appropriately labeled, stored, and indexed for easy retrieval.
- Maintain an up-to-date record management system, ensuring compliance with relevant regulations and industry standards, including HIPAA.
- Assist in the creation and revision of document templates and formats to standardize documentation across departments.
- Implement and maintain a version control system to track updates and revisions to documents.
- Perform regular audits of documents to ensure completeness, accuracy, and compliance with established guidelines.
- Handle confidential information with the utmost discretion and integrity.
- Coordinate with various departments to ensure timely submission of required documents and assist with any document-related inquiries.
- Prepare and distribute documents as needed, both internally and externally, ensuring they are shared in a timely manner.
- Support document retention policies, ensuring that records are retained according to legal and company standards.
- Participate in training sessions on document management best practices, software updates, and regulatory changes.
- Assist in responding to document requests from internal or external stakeholders, including legal, compliance, or regulatory bodies.
- High school diploma or equivalent (Associate's or Bachelor's degree preferred).
- Previous experience in document control, administrative support, or a similar role, preferably within the healthcare or medical industry.
- Strong organizational skills with attention to detail.
- Proficient in document management software and Microsoft Office Suite (Word, Excel, PowerPoint).
- Knowledge of HIPAA regulations and compliance standards is preferred.
- Excellent communication skills, both written and verbal.
- Ability to maintain confidentiality and handle sensitive information responsibly.
- Strong problem-solving skills and the ability to work independently or as part of a team.
- Ability to sit or stand for extended periods.
- Occasional lifting of documents or supplies (up to 25 lbs).