Document Control Coordinator

JOB DESCRIPTION

Designation: Document Control Coordinator
Section/Department : Quality Department
Reporting to : Quality Director
Responsible for/Reporting Staff : Quality Department

Purpose and Scope of the Job-/Summary
The Document Control Coordinator is responsible for the management of all
policies, procedures and clinical guidelines that is published in the hospital
along with various quality improvement activities, quality education,
participant in accreditation team, committees and QI projects. Document
controller is also responsible to ensure the compliance to document monitoring
plan by the respective owners, for generation of reports, analyzing data
gathered, initiation of action plans, apart from providing assistance in the
administrative functions of the Quality Department.
Main Duties and Responsibilities/Performance Standards
* Ensure all policies and procedures of the hospital are reviewed with concerned department, required approval secured, issued and published.
* Ensures the published documents follow standard formats, correctly coded, uploaded/filed, and communicated.
* Ensure compliance to monitoring plans by departments as published in policies.
* Conducts regular rounds to departments to verify compliance to accreditation and patient safety standards.
* Initiates measures to monitor compliance and evaluates appropriateness of quality improvement and patient safety plans and practices.
* Assist accreditation teams to review and achieve the standards and submit regular updates to quality director.
* Actively participate in quality initiatives, risk management and other activities as required and assigned.
* Conducts onsite tracer methodology as assigned to verify compliance of units to accreditation and patient safety standards.
* Participates in the planning, development, coordination, and presentation of specific training and educational programs as appropriate to the quality improvement needs.
* Guides the departments in developing documents (policies, procedures, guidelines) keeping in mind accreditation standards, professional consideration, Country's laws and regulations.
* ‎13 Participates in meetings related to quality, safety and other operational matters.
* ‎14 Participates in development of department Operational plan by suggesting objectives and action plans during departmental discussion.
* ‎15 Contributes in the collation of quality department reports, based on annual operation plans/ team initiatives.
* ‎16 Participate in Quality Improvement Projects as assigned.
* ‎17 Conducts training sessions on behalf of Quality Department during General Orientation, Patient Safety Workshop and any others as assigned.
* ‎18 Ensures quality and patient safety practices are followed at all time.
* ‎19 Provides and promotes People Centered care concept by involving Patient and family in all activities affecting their care and choices as applicable.
* ‎20 Promotes inclusive health by working on initiatives to provide equitable and accessible care to patients and families with special needs.
* ‎21 Performs miscellaneous job-related duties arising due to additional department functions.
* ‎22 Working Condition: Able to withstand stressful environment.
Physical Demands : Sitting for long hours working on computers
Qualifications, Competencies and Skills
Education
Bachelor 's degree ( Health care profession or Quality related courses)
Experience
‎2-‎3 years of experience in healthcare field preferably Health Care
organization undergoing accreditation process for at least a year
Licensure
Not applicable
Language
Proficiency in English.
Computer Proficiency
Proficiency in Microsoft office
Performance Competencies
* Strong written and verbal communication skills
* Ability to manage time efficiently
* Ability to gather data, compile information, and prepare reports.
* Able to understand workflow in various departments and do necessary reports.
* Ability to perform basic statistical Analysis
* Strong observation skills, capable of problem-solving
* Able to communicate with internal customers in a calm, convincing and acceptable manner
Principle Working Relationships and Remarks
Hospital /Outsourced employees and Patients/Patient's relatives
External personnel visiting the organization on job related issues