Fry Integrative Orthodontics is seeking a highly organized and detail-oriented Document Control Specialist to join its team. In this role, you will manage the clinic's document lifecycle, ensuring that patient, clinical, and administrative records are accurately captured, stored, retrieved, and archived. You will support the orthodontic and administrative staff by maintaining document integrity, version control, and compliance with privacy regulations. This role plays a crucial part in enabling efficient clinic operations, improving patient experience, and ensuring that the clinic's commitment to holistic, functional care is backed by reliable documentation.
Key Responsibilities
Oversee intake of new documents (treatment records, imaging results, consent forms, correspondence, insurance documentation, etc.), classify and index them appropriately in the records system.
Ensure version control and track revisions to clinical protocols, patient plans, imaging files, and administrative policies.
Maintain consistent naming, metadata tagging, and filing conventions to enable quick and error-free retrieval of records.
Perform regular audits of document quality, completeness, and compliance with legal / regulatory / privacy standards (e.g. HIPAA). Identify and correct gaps or inconsistencies.
Coordinate with clinical, treatment coordinating, billing, and front office teams to resolve document discrepancies or missing information.
Archive physical records when needed; scan or digitize paper files to the digital document management system. Ensure safe and secure storage.
Assist in preparing documents or records needed for insurance, referrals, legal, or patient requests.
Support document retention schedules, secure destruction of outdated documents per policy, and ensure clinic records management meets compliance and industry best practice.
Qualifications & Skills
High school diploma or equivalent required; additional training or certification in records management, information management, or related area is a plus.
At least one to two years of experience in document control, records management, medical or dental office administration, or similar setting.
Proficiency with electronic document management systems (EDMS) and basic computer software (word processing, spreadsheets); comfort learning clinic‐specific software.
Excellent attention to detail, strong organizational skills, and ability to manage multiple tasks and deadlines without compromising accuracy.
Strong interpersonal and communication skills; ability to coordinate with various team members (clinical, administrative, front office).
Trustworthiness and ability to maintain confidentiality of sensitive patient and clinic records.
Adaptability and willingness to help improve systems, processes, and workflows.
Fry Integrative Orthodontics is noted for a supportive, family-friendly workplace and values work-life balance, collegiality, and employee well-being. Here are benefits and cultural features you can expect:
Paid time off for rest, appointments, and personal wellness, contributing to a healthy work-life balance.
401(k) matching to help with long-term financial security.
Bonus opportunities, recognizing performance, reliability, and contributions to the team.
A parent-friendly schedule; the clinic operates Monday through Thursday and supports hours that help employees manage their personal lives.
A relaxed, kind, and collaborative office culture where team members support one another and adapt as needed in a dynamic clinical environment.
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