Onsite Records Coordinator / Specialist (North of Boston)

Manages the creation, organization, storage, and retrieval of physical and electronic records. Key duties include maintaining filing systems, processing public record requests, ensuring compliance with Record and Information Management policies, training staff in record-keeping procedures, and performing data entry and clerical tasks. This role requires strong attention to detail, organizational skills, knowledge of relevant laws, and the ability to maintain confidentiality and provide excellent customer service. 

Responsibilities

Record Management:

·         facilitate the physical transfer of physical records weighing approximately 50 pounds each

·         lead onsite scanning initiative as well as offsite scanning vendor intake and transfer

·         Organize, maintain, and update both physical and electronic records, including filing, scanning, and archiving. 

·         Records Requests: 

·         Route incoming record requests to the appropriate Record Coordinator in a timely and complete manner.

·         Assist with eDiscovery, Legal, and Human Resources record requests confidentially utilizing the proper channels for escalation

Compliance: 

·         Advise departments on RIMS-5 standard on minimum content description of physical content and assist in proper description and protocols for electronic record storage.

·         Assist Records Coordinators with understanding retention requirements to Johnson & Johnson's Enterprise Retention Schedule and make disposition recommendations when content has met its record obligation.

 Training & Support: 

·         Assist in the training of records management software (FileBridge) for Record Custodians

·         Assist in the training of Record Coordinators to applicable Worldwide Records and Information Management and Medical Devices Records and Information policies and procedures as well as industry best practices 

·         Data Entry & Clerical Tasks: 

·         Perform data entry, maintain databases, and handle general office support duties. 

·         Assist with ongoing Quality Systems initiatives when asked

 Report Generation: 

·         Familiarity with creating reports in Excel is helpful

·         Be able to run inventory reports from offsite systems such as FileBridge or Iron Mountain Connect

·         System Administration: 

·         Assist in the design and deployment of new or ongoing electronic document management systems (EDMS), including user management and security. 

·         Organization & Detail-Oriented: Ability to maintain complex filing systems and ensure data accuracy. 

·         Computer Proficiency: Skills in data entry, retrieval, and managing electronic documents and databases. 

·         Communication: Strong written and verbal communication skills to interact with the public, employees, and other departments. 

·         Confidentiality: Discretion in handling sensitive and confidential information. 

·         Legal Knowledge: Understanding of records management laws, regulations, and policies. 

·         Problem-Solving: Ability to analyze situations and take appropriate action in response to record-related inquiries and requests.

·         Preferred prior experience handling medical records.