Records Supervisor - IFACSPV
About The Position
The Records Manager creates, implements, and directs the overall Company Records Management program. The manager is responsible for the administration of all company records stored offsite for approximately 90 locations and provides records support necessary for daily operations in company and affiliated dental centers. Position includes monitoring and responding to the help desk ticket system overseeing facility and records requests. General management and administrative tasks include overall function and management oversight, process development, training, employee supervision and development, copying, scanning, record keeping and filing.
Requirements
- Iron Mountain database or similar records tracking software knowledge required.
- Proficient in MS Word, Outlook, Excel and PowerPoint.
- Strong knowledge regarding applicable state and federal regulations governing records maintenance required.
- Strong data entry and keyboard typing skills.
- Strong organizational skills required.
- General administrative proficiency required.
- Ability to multi-task, manage and prioritize several projects at one time is required.
- Ability to handle sensitive information and maintain strict confidentiality is required.
- Ability to work alone as well as in groups.
- Ability to drive a rental truck to Florida and Georgia Coast Dental offices to retrieve patient and financial records.
- Clean Driving record required.
Responsibilities
- Develop and implement policies & procedures pertaining to record retention and destruction that conform to federal, state, and corporate policies.
- Develop and disseminate record retention guidelines annually to each business unit and Company employees.
- Train staff members and coordinate needed training with Learning Development teams on records management policies, records retention and records inventory.
- Periodically meet with corporate officers to include Vice Presidents, Legal, Human Resources and Finance, and Information Technology, to identify and review record retention requirements and plans for destruction of records for both on-site and off-site records.
- Present recommendations for records best practices for review and action.
- Exercise discretion and independent decision-making in oversight of the audit process for record destruction and maintains logs and related memorandum for destroyed records.
- Process and oversee records requests for off-site records maintenance and retrieval from dental centers and corporate office personnel.
- Administrative tasks include making copies, scanning documents, filing and similar projects.
- Coordinate Shred pickups for Corporate and all dental offices.
- Maintain and update Trouble Ticket reporting system and respond to Tickets for assistance with Records Management and Shred requests.
- Database and inventory administration of all Dental Records stored locally in our Records Warehouse.
- Travel in Florida and Georgia is required to retrieve records from Coast Dental locations, typically with advance notice.
- Train, delegate and manage functions with Records staff, Office Managers and Department team members while overseeing their work.
- Report to Compliance, Regional Vice President and District Managers important feedback as it pertains to findings and/or adherence to company policies and procedures related to Records.
- Additional projects and/or responsibilities as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Manager
