Records Manager/ Supervisor

COAST DENTAL•Tampa, FL

About The Position

The Records Manager creates, implements, and directs the company’s overall Records Management program. The position administers records stored offsite for approximately 90 locations and provides records support for daily operations at company and affiliated dental centers. It also monitors and responds to help desk tickets and oversees facility and records requests. General management and administrative work includes process development, training, employee supervision and development, copying, scanning, record keeping, and filing. The role develops records retention and destruction policies and procedures in accordance with federal, state, and corporate policies; distributes annual retention guidance; trains staff; and coordinates with Learning Development teams on records management, retention, and inventory training. The manager works with corporate officers across functions to review retention requirements and destruction plans, recommends records-management practices, and oversees audits and documentation of record destruction. Other duties include processing offsite record retrieval and maintenance requests, coordinating shredding pickups, maintaining the trouble-ticket system, and administering the database and inventory of dental records stored in the records warehouse. The position requires travel in Florida and Georgia, typically with advance notice, to retrieve records from Coast Dental locations. The manager trains, delegates, and oversees work performed by Records staff, Office Managers, and department team members, and reports relevant findings and policy-adherence feedback to Compliance, the Regional Vice President, and District Managers. Additional projects and responsibilities may be assigned. Work is primarily sedentary and conducted in clean, well-lit, relatively quiet areas. Approximately 95% or more of the time is spent indoors and approximately 5% outdoors. Work positions are approximately 80% sitting, 10% standing, and 10% walking. The listed physical demand classification is medium work, with lifting up to 50 pounds and frequent lifting and/or carrying of objects weighing up to 25 pounds.

Requirements

Knowledge of the Iron Mountain database or similar records-tracking software.
Proficiency in Microsoft Word, Outlook, Excel, and PowerPoint.
Strong knowledge of applicable state and federal regulations governing records maintenance.
Strong data-entry and keyboard-typing skills.
Strong organizational skills.
General administrative proficiency.
Ability to multitask, manage, and prioritize several projects at once.
Ability to handle sensitive information and maintain strict confidentiality.
Ability to work independently and in groups.
Ability to drive a rental truck to Florida and Georgia Coast Dental offices to retrieve patient and financial records.
Clean driving record.
Bachelor’s degree or a minimum of four years of related experience and/or training is preferred.

Nice To Haves

Bachelor’s degree or a minimum of four years of related experience and/or training.

Responsibilities

Create, implement, and direct the company’s Records Management program.
Administer company records stored offsite for approximately 90 locations and provide records support for company and affiliated dental centers.
Develop and implement record retention and destruction policies and procedures that comply with federal, state, and corporate policies.
Disseminate record retention guidelines annually to business units and company employees.
Train staff and coordinate records-management, retention, and inventory training with Learning Development teams.
Meet with corporate officers in areas including Legal, Human Resources, Finance, and Information Technology to review retention requirements and destruction plans for onsite and offsite records.
Present recommendations for records-management best practices.
Oversee audits of record destruction and maintain logs and related memoranda for destroyed records.
Process and oversee offsite record maintenance and retrieval requests from dental centers and corporate personnel.
Perform administrative tasks such as copying, scanning, filing, and related projects.
Coordinate shredding pickups for the corporate office and dental offices.
Maintain and update the trouble-ticket reporting system and respond to records-management and shredding requests.
Administer the database and inventory of dental records stored in the records warehouse.
Travel in Florida and Georgia to retrieve records from Coast Dental locations, typically with advance notice.
Train, delegate, and manage functions performed by Records staff, Office Managers, and department team members, and oversee their work.
Report relevant findings and feedback about adherence to company policies and procedures to Compliance, the Regional Vice President, and District Managers.
Monitor and respond to help desk tickets and oversee facility and records requests.
Complete additional projects and responsibilities as assigned.