Document Control Assistant

at  MyCHN

Are you a person-centered and compassionate individual that believes in providing quality care that has positive effect on our communities? At Community Health Network, we are driven to create extraordinary experiences for our patients and employees. Our objective is to provide opportunities that develop and grow careers in a team-oriented environment focused on patient care.

JOB SUMMARY:

The Document Control Assistant supports all departments at Community Health Network. This includes handling all forms of digital documents as well as physical pieces of mail. Duties may include locating, assorting, and distributing documents associated with the Medical Records Department as well as incoming digital correspondence and physical pieces of mail. The expectation is that all duties and procedures are performed in a timely and efficient manner. This position is essential to the financial, clinical and revenue cycle management of CHN by ensuring that documents are assessed and distributed for successful operations in Medical Records, Accounts Payable & Receivables, Billing, and Credentialing.
This is a team-based position that facilitates other staff processes and requires a collaborative approach to ensure successful achievement of daily goals.

REQUIRED SKILLS/ABILITIES:

• A self-starter who treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values
• Can work with all levels of employees and management
• Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments
• Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or
• notifies appropriate person with an alternate plan
• Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed
• Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions
• Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings
• Working knowledge of Microsoft Office and good computer skills
• Ability to work well in a team environment with or without supervision
• Ability to prioritize tasks, handle multiple priorities simultaneously and meet deadlines
• Excellence in verbal, written, and communication skills
• Strong interpersonal skills with a demonstrated ability to work independently on individual and assigned tasks while exhibiting good judgment

PREFERRED SKILLS/ABILITIES:

• Detailed oriented, pays attention to detail
• Good communication skills both written and verbal
• Good team player

REQUIRED EDUCATION AND EXPERIENCE:

• High school diploma or GED

PREFERRED EDUCATION AND EXPERIENCE:

• Associate’s degree
• Military background

PHYSICAL REQUIREMENTS

• Frequently required to sit, talk, and stand
• Frequently required to utilize hand and finger dexterity
• The employee must occasionally lift and/or move up to 50 pounds
• Specific frequently vision abilities required by this job include: Close vision, color vision, peripheral vision, depth perception, and ability to adjust focus

DUTIES AND RESPONSIBILITIES:

• Receives daily digital documents and physical mail from various locations, opens and stamps each item to document date received
• Sorts mail by items that cannot be scanned (credit card payments and live paper checks)
• Deposits checks received by mail daily using the laptop accessory
• Accountable for all funds deposited to the Finance Department
• Sorts and files scannable documents, when necessary, emails electronic scans are sent to appropriate staff person with short message
• Appropriately uploads hard copies into shared, electronic files
• May email scanned documents or provide packaged documents for delivery to appropriate staff via Transportation team
• All other items are scanned and sorted electronically to appropriate departments folders with primary destination to medical records, billing, finance and credentialing as primary recipients
• Responsible for delivering CHN mail and packages to USPS, CHN certified, FedEx and UPS mail and packages or processing
• Scans and attaches receipt to Finance credit card Smartsheet
• Other duties as assigned