Patient Document Control Specialist

POSITION SUMMARY:
Document control specialists provide professional and efficient clerical support to our
Patient Success team, including receiving, reviewing, categorizing, scanning, filing,
and tracking documents by creating or using our company’s classification and
organization systems. This position needs to be highly detail-oriented, have
knowledge of inbound and outbound communications, and be familiar with working
with documents of confidential nature, such as HIPAA procedures or
company-specific proprietary information. Have experience indexing batches of data,
can organize and recall sensitive information, and know legal requirements. This
position requires a hands-on individual contributor who can work on and track many
tasks in a fast-paced environment with minimal supervision.
PRIMARY RESPONSIBILITIES:
● Drive high-level collaboration and coordination with various business functions
● Assisted in tracking overall team progress and provided detailed management
status reports, including KPIs or high-level data analysis.
● Participate in CAPA reviews to determine opportunities for individual and team
training to maintain adherence to processes and policy.
● Perform particular project tasks and assist other patient-focused teams on
quality, improvement, tracking, and performance as needed.
● Generate the necessary documentation, such as SOPs and protocols.
● Adhoc audits
● Work to successfully implement various processes and documentation activities
● For each assignment, the Document Control Specialist shall manage multiple
types of documents in support of the quality and patient success team.
● The Document Control Specialist will coordinate and administer document
identification, sorting, storage, maintenance, transmitting, control, and
accountability activities.
● The Document Control Specialist shall be responsible for successfully
implementing and documenting each assignment.
● Document Control Specialist is responsible for the accurate and timely
distribution, control, and maintenance of all controlled documents.
● Maintain all document changes.
● Support the Patient Experience and Success teams with all
resources/documents needed for new hire onboarding, training, and
internal/external audits.
● Implement new systems, improve workflow, and train users on properly using
systems.
● Performs periodic archiving and audits to maintain document repository
standards
● Maintenance and continuous improvement of the Change Control process
● Lead projects related to QA/QC efficiency and improvement
● Create, maintain, and report on metrics for tracking and trending the performance
of the QMS and training efforts
● Support regulatory, customer, internal, and notified body audits

Last revised 6/2/2024 - MC

QUALIFICATIONS:
● Bachelor’s degree in science or related field
● Bilingual - English and Spanish
● 2+ years of experience as a document control specialist in a healthcare
environment
● Minimum of 1-year experience working as a technical writer, three years
preferred
● Demonstrated proficiency in analyzing data, problem identification and resolution,
and ability to generate clear/concise reports indicating key issues
● Proficient in Microsoft Office Applications Experience (i.e., Excel, Word, etc.)
● Strong communication and organization skills, both verbal and written
● Some experience or training in project leadership
● Knowledge of ISO and FDA quality system guidelines is preferred
● Knowledge of records management procedures and standards

KNOWLEDGE, SKILLS, AND ABILITIES:
● Hypothesis-driven
● Passion for driving a positive patient experience
● Superior problem-solving skills
● Excellent verbal and written communication skills
● Close attention to detail
● Ability to interpret a variety of instructions furnished in written, oral, diagram, or
schedule form
● Ability to work on multiple tasks and prioritize work
● Must be willing to work extended hours as necessary
● Ability to work cross-functionally as a team