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Document Control Administrator

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POST DATE 9/13/2016
END DATE 10/25/2016

SCL Health Broomfield, CO

SCL Health
Broomfield, CO
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Mid-Career (2 - 15 years)
Bachelors Degree


SCL Health is a faith-based, nonprofit health care organization headquartered in Broomfield with facilities located in Colorado, Kansas and Montana. SCL Health operates:

9 hospitals
4 safety net clinics
1 children's mental health treatment center
190 ambulatory service centers
Interested in making a difference? Then check us out. Our rich heritage and mission, and our focus on health care delivery that values person-centered care, excellence and accountability are a winning combination as we bring healthand hopeto our patients.

Our ministry is dedicated to improving the health of the communities and individuals we serve, especially those who are poor and vulnerable.


Job Summary

The Document Control Administrator (DCA) assists Provider Services and SCL Health with ongoing policy and procedure management in order to achieve ongoing regulatory compliance, quality care and patient safety. Serves as the organizations central point of contact for policy management and assists in meeting policy review and approval deadlines.

Essential Duties

Document Management - Collaborate with Document Owners, Reviewers, and Approvers to move policies through the workflow process in an efficient manner from policy and document creation, revision, review, approval, publishing, distribution, and archival. Timeliness of the review, revision, and approval process is important for maintaining compliance with regulatory and accrediting agencies.

Monitor, maintain, and control electronic versions of all organizational and departmental policies in the policy management system.

Maintain an organized tracking system, using sequential document control numbers, to provide continuity across all organizational policy manuals.

Review policy content for clarity, organization, continuity, and consistency. Communicate recommendations to the Document Owner.

Ensure policies have received the proper review and approval by leadership and committees.

Create and utilize policy management system reports to assist Committee Chairs and leadership with monitoring the status of policy revisions, approvals, and updates.

Research and provide current and archived policies for external requestors such as regulatory and accrediting agencies.

Generate and distribute downtime organizational policy manuals for disaster preparedness and or other required purposes.

Communication - Communicates and corresponds with all levels of the organization including management, staff, and physicians.

Coordinate with Committee Chairs to schedule policies for review and approval by their respective Committees. Provide policies and other necessary documents.

Attend and participate in committees, task forces, councils, and other meetings to provide policy knowledge and information as appropriate.

Serve as organizational liaison and representative to System Services Global DCAs.

Policy Management Software Application

Assign role access for associates.

Establish and maintain groups and committees.

Reassign policies when associates change roles or leave the organization.

Assist associates with developing or obtaining reports.

Support associates with troubleshooting software issues and elevate to the System Services Global DCAs as necessary.


Educate associates on the policy workflow process. Instruct and train them on the policy management software application.

Provide training in a classroom setting and on an individual basis to end users.

Ongoing availability to offer guidance with formatting challenges or other general policy questions.

General Responsibilities - All associates of SCL Health are expected to meet the following in their day-to-day work:

Be available to work as scheduled and report to work on time.

* Be available to work overtime if needed.

* Be willing to accept supervision and work well with others.

* Be respectful of all with whom you interact and act in a professional manner.

* Be well groomed and dressed appropriately for your role.

* Be in compliance with all SCL Health policies.

* Be sufficiently rested to perform your duties throughout the period assigned.

* Demonstrate a willingness to learn.

* Be able to communicate clearly, think clearly, and concentrate on assigned tasks.

* Be willing to perform other duties as assigned.

Education and Experience

Minimum Required

Bachelors degree required or equivalent experience in a health-related field.

2-3 years of relevant experience.

Excellent written and oral communication skills, including interpersonal and small group.

Strong analytical skills and logical thinking for effective decision-making.

Exceptional organizational skills. Must be detail oriented, able to prioritize multiple projects, and meet deadlines.

Strong technical computer and troubleshooting skills.

Proficient in Microsoft Office applications, especially Word, Excel, and Outlook.

Experience with web-based software applications.

Exemplary customer service skills.

Ability to work well within a team environment.

Preferred (Optional)

Experience in project management.

Group process/conflict management skills.

Experience in Access, PowerPoint, and Visio applications.

Other Knowledge, Skills and Abilities

Participate in various training and educational opportunities as recommended, required, or to enhance professional growth and development