Document Management And Control Supervisor

Responsibilities

a. Manage, oversee all the documents for the entire organization being developed, prepared or approved of any AIH Official Document such as the policies and procedures, programs, guidelines, work instructions, etc.
b. Main responsible for controlling the numbering, filing, sorting and retrieval of electronically stored or hard copy documentation produced by all of the departments in a timely, accurate and efficient manner.
c. Ensure that official documents are created and signed, that all data is accurate and that documents are stored and backed up and any retention policies are followed.
d. Maintains and ensures compliance to documentation and revision requirements of all submitted quality system documents and AIH official documents, provides and assists in ensuring compliance to other administrative and regulatory functions of the hospital pertaining to local and international standards pertaining to document management and control.
e. Make sure that these documents are distributed to the relevant staff, managed, controlled and deleted from the system when deemed obsolete.
f. Main lead and coordinator of the Document Review Committee together with the Medical Records Manager for the review of the official documents as well as making sure that correct review and contents format of the document is completely followed and complied with.
g. Works and collaborate with the Quality Management, Medical Director, Nursing Director, and other members of the DRC for the development, maintenance, revision, and approval process of the official documents.
h. Must follow up the creation and development as well as the validation process of the official documents in the organization.
i. Ensure proper and correct coding, translation, approval, communication, dissemination, and archiving.
j. Must ensure that all CONSENT FORMS have been reviewed by the hospital’s legal counsel or lawyer.
k. Must ensure that the form is “content approved” by the correct person and Quality Management.
l. Must ensure that the “content approved” form is forwarded to the Marketing Department for design along with the appropriate specifications.
m. Ensures that all documents are updated based on the Document Control procedure and revision guidelines.
n. Maintains a coding system & indexing of all internal & external documents of different offices in the organization.
o. Ensures that obsolete documents are withdrawn and replaced by updated version, as applicable.
p. Ensures the proper coding and tracking of all hospital quality document.
q. Updates Masterlist of Controlled Documents and Document Revision History.
r. May be assigned other tasks from time to time as determined by his/her immediate superior
s. Assist in the JCI Accreditation Process and MOH Hospital Quality Standards on developing and controlling the timeline for completion of all tasks associated therewith including inspection/audits.
t. Ensures good housekeeping – 5S is actively practice
u. Perform other related duties and responsibilities as assigned

Requirements

a. Qualification:
• Graduate of any four (4) year Bachelor’s degree in healthcare, arts, or related fields
• Preferably with certification in Document Management and Control

b. Experience:
• Minimum of 1-3 years’ experience in a Document Management and Control role in a hospital or related field
• Knowledge with JCI and MOH standards on quality or preferably with JCI experience

c. Skills and knowledge:
• With experiential knowledge of total quality management principles, strategic planning, document management system, and policy development is required
• Proficient in MS office applications and programs related to statistics, data collection and analysis
• Basic knowledge of Vietnam and international laws
• Knowledge of Electronic Document Management System
• Proficient typing and editing skills
• Data organization skills
• Attention to details
• Excellent communication skills (written and oral) for both English and Vietnamese
• Knowledge of elementary statistics, sampling theory and error analysis techniques preferred
• Planning and organizational abilities, e.g.
o Highly motivated self-starter
o Ability to priorities workload and work flexibly
o Ability to meet deadlines with tight timescales
• Interpersonal /Communication Skills:
o Ability to relate well both verbally and in writing with staff all levels in the organization
o Ability to work effectively on own initiative and within different teams
o Ability to give clear oral presentations and training in both groups and individually
o Ability to write clear reports appropriate to requirements.
• Demonstrated capacity for embracing change and learning new technologies
• Team player and able to take leadership role if requested

- 13th Salary
- Medical insurance
- Lunch at hospital

Hồ sơ theo yêu cầu của nhà tuyển dụng khi liên hệ trực tiếp