Records Supervisor - IFACSPV

Coast Dental

7d•Onsite

About The Position

The Records Manager creates, implements, and directs the company’s overall Records Management program. The role administers company records stored offsite for approximately 90 locations and provides records support for daily operations at company and affiliated dental centers. It includes monitoring and responding to help desk tickets and overseeing facility and records requests. General management and administrative work includes program oversight, process development, training, employee supervision and development, copying, scanning, record keeping, and filing. The position develops and implements records-retention and destruction policies and procedures in accordance with federal, state, and corporate policies; distributes annual retention guidelines; and trains staff. It works with corporate officers across Legal, Human Resources, Finance, Information Technology, and other functions to review retention requirements and destruction plans, and presents recommendations on records-management practices. The Records Manager oversees record-destruction audits, maintains destruction logs and memoranda, processes off-site records requests, coordinates shredding pickups, maintains ticketing and records-inventory systems, and performs administrative records tasks. The role supervises and coordinates work with 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. Travel within Florida and Georgia is required to retrieve records from Coast Dental locations, typically with advance notice. The work is primarily sedentary and performed in a clean, well-lit, relatively quiet environment; approximately 95% or more of the time is spent inside and approximately 5% outside.

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.

Nice To Haves

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

Responsibilities

Develop and implement records-retention and destruction policies and procedures that comply with federal, state, and corporate policies.
Develop and distribute annual record-retention guidelines to each business unit and company employees.
Train staff on records-management policies, retention, and inventory, and coordinate training with Learning Development teams.
Meet with corporate officers, including representatives from Legal, Human Resources, Finance, and Information Technology, to review retention requirements and destruction plans for on-site and off-site records.
Present recommendations for records-management best practices for review and action.
Oversee the audit process for record destruction and maintain logs and related memoranda for destroyed records.
Process and oversee requests for maintenance and retrieval of off-site records from dental centers and corporate office personnel.
Make copies, scan and file documents, and perform similar administrative projects.
Coordinate shredding pickups for Corporate 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 locally in the Records Warehouse.
Travel in Florida and Georgia to retrieve records from Coast Dental locations.
Train, delegate, and manage work performed by Records staff, Office Managers, and department team members.
Report findings and feedback about adherence to company policies and procedures to Compliance, the Regional Vice President, and District Managers.
Perform additional projects and responsibilities as assigned.