Document Management System Administrator
Apply NowCompany: Skagit Regional Health
Location: Mount Vernon, WA 98273
Description:
Department: Quality Management SRH
Exempt: Yes
Schedule: DAYS
Position Type: Full Time 0.6 FTE or More
FTE: 1.000000
Base Wage: $ 31.77 to $ 47.66
Location: Skagit Valley Hospital
The information described in this job description has been designed to indicate the general nature of the work performed. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.
Other information:
Job Summary
The Document Management System Administrator supports the Quality Division and all of Skagit Regional Health (SRH) by maintaining the document management system (DMS) and its collection of documents also known as "Digital Policy Repository" with all appropriate interfaces. The DMS is a digital warehouse for various types of electronic documents including but not limited to policies, procedures, protocols, and agreements. The DMS Administrator shall maximize utilization of the DMS, identifying opportunities for improvement and developing end-user training and job aids to facilitate efficient and effective organizational document processes.
Essential Functions
Work directly with the DMS vendor, including but not limited to the help desk and administrators, and facilitate interactions with SRH Information Services (IS), to ensure the availability of, access to and functionality of the DMS, maximizing its potential to the level of the current contract commitment.
Interact directly with SRH IS and SRH DMS super-users to ensure policy document functionality of the system is as expected and aligns with the vendor contract.
Work with SRH super-users, IS, and the DMS vendor to support various document types with the DMS.
Ensure the DMS processes align with regulatory requirements and best practices. Understand the DMS specifications and advise leadership regarding the DMS vendor contract adjustments and any changes to the DMS functionality, processes and access. Design, implement and take ownership of the processes and standards for training, access and utilization of the DMS for all SRH's policy business needs. Train corporate, hospital administrators, medical staff, and defined policy document owners, collaborators and document signatories as appropriate in the use of the DMS. Support the Quality & Reliability departments and SRH with all needs regarding the documents within the DMS, including but not limited to:
Function effectively and independently in a rapidly changing organization.
Maintain ability to effectively utilize Microsoft Office (Outlook) and department specific software applications to perform work. Communicate effectively and cooperatively in the workplace. Actively contribute to the achievement of Quality Improvement and Lean Process Improvement activities. Complete all mandatory learning requirements in a timely manner. Comply with all Skagit Regional Health, department and location specific policies and procedures. Perform other duties as assigned by Supervisor or designee.
Education
Bachelor's degree in Business, Finance, Computer Science, Information Systems, other related area preferred.
Experience/Training
Candidate must have 3 or more years' experience in working in a healthcare setting, preferably an Integrated Health System. Ability to work independently using critical thinking skills. Must be very organized with the ability to help others organize. Must function proficiently in Microsoft Office (Excel, Word, PowerPoint).
License/Certifications
None.
Other Skills
Strong verbal, written and interpersonal communication skills. Ability to perform the physical requirements and essential functions of the job. Knowledge of systems analysis, computer systems, testing and training. Demonstrated organizational and communications skills (written and oral). Ability to identify and resolve problems or difficulties. Highly motivated and able to take initiative. Ability to interact favorably with people, work effectively as a team leader and team member and communicate on interpersonal and technical levels both verbally and in writing.
Physical Demands and Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit for long periods of time; when working in office. Repetitive tasks such as typing, sitting, answering phones, and interacting with computers and computer systems most of the day is a function of the position. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to focus. This position requires working in an indoor, environmentally controlled environment when in the office.
Skagit Regional Health offers a comprehensive benefit package including medical, dental, vision, 457b/401a (retirement), long term disability, and paid time off to all employees holding an FTE of 20 or more hours per week. Eligible employees also receive sick time pay.
Exempt: Yes
Schedule: DAYS
Position Type: Full Time 0.6 FTE or More
FTE: 1.000000
Base Wage: $ 31.77 to $ 47.66
Location: Skagit Valley Hospital
The information described in this job description has been designed to indicate the general nature of the work performed. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.
Other information:
Job Summary
The Document Management System Administrator supports the Quality Division and all of Skagit Regional Health (SRH) by maintaining the document management system (DMS) and its collection of documents also known as "Digital Policy Repository" with all appropriate interfaces. The DMS is a digital warehouse for various types of electronic documents including but not limited to policies, procedures, protocols, and agreements. The DMS Administrator shall maximize utilization of the DMS, identifying opportunities for improvement and developing end-user training and job aids to facilitate efficient and effective organizational document processes.
Essential Functions
Work directly with the DMS vendor, including but not limited to the help desk and administrators, and facilitate interactions with SRH Information Services (IS), to ensure the availability of, access to and functionality of the DMS, maximizing its potential to the level of the current contract commitment.
- Implement DMS fixes and upgrades in collaboration with the DMS vendor, SRH IS and SRH super-users.
Interact directly with SRH IS and SRH DMS super-users to ensure policy document functionality of the system is as expected and aligns with the vendor contract.
- Update internal descriptive and supporting documentation accordingly. Provision user profile configurations, end-user training and technical support.
- Maintain the database through backups and recovery of document files, as well as tracking documents throughout the review and approval process.
- Configure, maintain and archive document templates.
- Apply a broad understanding of web programming concepts (CSS, HTML) and perform corrective HTML coding of individual documents during troubleshooting of document structure and format.
Work with SRH super-users, IS, and the DMS vendor to support various document types with the DMS.
- Interface with SRH Risk and Compliance to ensure their access to and control of SRH agreements. Assist Risk and Compliance with retrieval of documents as appropriate for discovery or other business needs and maintain confidentiality of documents.
- Interface with SRH Medical Staff to ensure their access to and control of SRH privilege documents as well as policies and procedures. Assist Medical Staff Services with retrieval of documents as appropriate to SRH business needs.
Ensure the DMS processes align with regulatory requirements and best practices. Understand the DMS specifications and advise leadership regarding the DMS vendor contract adjustments and any changes to the DMS functionality, processes and access. Design, implement and take ownership of the processes and standards for training, access and utilization of the DMS for all SRH's policy business needs. Train corporate, hospital administrators, medical staff, and defined policy document owners, collaborators and document signatories as appropriate in the use of the DMS. Support the Quality & Reliability departments and SRH with all needs regarding the documents within the DMS, including but not limited to:
- identifying, retrieving and organizing policy documents during and in preparation for on-site and remote regulatory queries, investigations and surveys;
- organizing and facilitating document preparations and DMS support for regularly scheduled and ad hoc document review, changes and approvals;
- ensuring that SRH document reviews and approvals are processed timely and efficiently and effectively documented;
- monitoring, trending, reviewing, gathering and communicating system and process statistics, comparing and contrasting against established criteria and guidelines within SRH and its entities;
- investigating and resolving challenges within the DMS and document processes and with regard to process outcomes;
- ensuring DMS-generated email notifications are functioning efficiently and effectively to advise SRH team members of document status and priorities.
Function effectively and independently in a rapidly changing organization.
- Escalate any potential critical issues and program barriers through the Quality Division hierarchy.
- Perform all duties in a manner that promotes a team concept, a Just Culture and the SRH mission and philosophies.
Maintain ability to effectively utilize Microsoft Office (Outlook) and department specific software applications to perform work. Communicate effectively and cooperatively in the workplace. Actively contribute to the achievement of Quality Improvement and Lean Process Improvement activities. Complete all mandatory learning requirements in a timely manner. Comply with all Skagit Regional Health, department and location specific policies and procedures. Perform other duties as assigned by Supervisor or designee.
Education
Bachelor's degree in Business, Finance, Computer Science, Information Systems, other related area preferred.
Experience/Training
Candidate must have 3 or more years' experience in working in a healthcare setting, preferably an Integrated Health System. Ability to work independently using critical thinking skills. Must be very organized with the ability to help others organize. Must function proficiently in Microsoft Office (Excel, Word, PowerPoint).
License/Certifications
None.
Other Skills
Strong verbal, written and interpersonal communication skills. Ability to perform the physical requirements and essential functions of the job. Knowledge of systems analysis, computer systems, testing and training. Demonstrated organizational and communications skills (written and oral). Ability to identify and resolve problems or difficulties. Highly motivated and able to take initiative. Ability to interact favorably with people, work effectively as a team leader and team member and communicate on interpersonal and technical levels both verbally and in writing.
Physical Demands and Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit for long periods of time; when working in office. Repetitive tasks such as typing, sitting, answering phones, and interacting with computers and computer systems most of the day is a function of the position. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to focus. This position requires working in an indoor, environmentally controlled environment when in the office.
Skagit Regional Health offers a comprehensive benefit package including medical, dental, vision, 457b/401a (retirement), long term disability, and paid time off to all employees holding an FTE of 20 or more hours per week. Eligible employees also receive sick time pay.