Records Manager/ Supervisor

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 offsitefor 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.

Essential Duties and Responsibilities

• Records Management and Retention:

• 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

• General Duties:

• Travel in Florida and Georgia is required to retrieve records from Coast Dental locations, typically with advance notice.

• Supervision:

• 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.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge, Skills and Abilities

• 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.

Qualifications (Experience, Education, Licensure, Certification)

• Bachelor's degree or a minimum of four (4) years of related experience and/or training, preferred.

Working Conditions

Records and Licensing Manager will work in areas that are highly visible and designed and furnished to make a good impression. Most work stations are clean, well-lighted, and relatively quiet. Work is primarily sedentary in nature.

WORKING CONDITIONS

X

INSIDE: Spends approximately 95% or more of time inside. Inside work area has good ventilation, comfortable temperature.

OUTSIDE: Spends approximately 5% of time outside.

WORK POSITIONS (defined in 10% increments of work time):

80%

Sitting

10%

Standing

10%

Walking

PHYSICAL DEMANDS

SEDENTARY WORK: Lifting 10 lbs. maximum and occasionally lifting and/or carrying articles.

LIGHT WORK: Lifting 20 lbs. maximum with frequent lifting and/or carrying of objects weighing up to 10 lbs.

X

MEDIUM WORK: Lifting 50 lbs. maximum with frequent lifting and/or carrying of objects weighing up to 25 lbs.

HEAVY WORK: Lifting 100 lbs. maximum with frequent lifting and/or carrying of objects weighing up to 50 lbs.

VERY HEAVY WORK: Lifting objects in excess of 100 lbs. with frequent lifting and/or carrying of objects weighing 50 lbs. or more.

Limitations and Disclaimer

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.

• Bachelor's degree or a minimum of four (4) years of related experience and/or training, preferred.