Records and Licensing Specialist

Overview

The Records and Licensing Specialist oversees and implements the overall Company

Records Management program. The Records and Licensing Specialist must have experience with medical records, HIPAA and record retention laws for the State of Florida. The Specialist is also responsible for the administration of all company business licenses for approximately 90 location and provides records and licensing support necessary for daily operations in company and affiliated dental centers. Position includes monitoring and responding to the help desk ticket system overseeing records requests and licensing needs. General tasks include copying, scanning, record keeping, and destroying records.

Essential Duties And Responsibilities

• Implement policies & procedures pertaining to record retention and destruction that conform to federal, state, and corporate policies.
• Assist with training on records management policies, records retention and records inventory.
• Oversee record destruction and maintain legally required logs and related documentation for destroyed records.
• Process records requests for off-site records maintenance and coordinate box pickups from dental offices, ensuring the boxes are timely picked up and brought to the warehouse. This will include traveling to offices throughout Florida and Georgia on a semiannual cadence with advance notice and planning.
• Clean driving record and ability to drive a box truck when needed to retrieve record boxes.
• Respond and update Trouble Ticket reporting system as needed.
• Support the Compliance Department to meet dental regulatory requirements.
• Independently administer the application process for various state, regional and local municipalities and government agencies for required business licenses.
• All other duties as assigned.
  
  

Knowledge, Skills And Abilities

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.

• Demonstrates a high degree of attention to detail;
• Exhibits proficiency in the performance of duties; Demonstrates competence; Produces accurate and thorough work product;
• Displays strong organizational abilities and effective time management;
• Uses discretion and tact; Maintains highly sensitive and confidential matters;
• Uses good judgment to identify and resolve problems; Makes appropriate decisions;
• Accepts responsibility for own actions; Works independently in the absence of specific instruction; Autonomously resolves problems/conflicts that may arise;
• Responds to verbal direction; Follows instructions and gets clarification when in doubt;
• Computer Skills: Must be proficient in Microsoft Outlook and Excel;
• Commits to work overtime when necessary to reach goals;
• Takes independent actions; Asks for and offers help to others when needed;
• Able to add, subtract, multiply, and divide in all units of measure, Ability to generally compute rate, ratio, and percent.
• Able to apply common sense understanding to carry out instructions furnished in written or oral form; Able to solve practical problems; Exercises good judgment in decision making.
• Able to handle sensitive information and maintain confidentiality.
  
  

Qualifications

• Associate’s degree or at least two years of relevant experience in medical record retention.
• Experience in health care required.
• Familiarity with dental regulatory matters and the operational aspects of running a dental care organization is a plus.