Document Manager

Overview

PRIMARY ROLEThe Document Manager advances LiveOnNY's mission by administering two primary functions: controlled document management and recovery personnel credentialing administration. The position administers LiveOnNY's approved governance processes for controlled content and administers credentialing workflows in accordance with applicable requirements and approved policies and work instructions.The Document Manager administers the designated electronic document control system and related quality management systems, coordinates occurrence and audit documentation, and works across departments to maintain complete, accurate, current, confidential, and audit-ready records. The position exercises administrative and document-control authority within approved requirements and may return nonconforming submissions or withhold publication until required reviews and approvals are documented. Department leaders and document owners retain substantive content responsibility; the Medical Director or their designee retains clinical credentialing approval authority; Executive Leadership retains policy and organizational governance authority; and the Chief Operating Officer (COO) or their designee retains final policy approval authority.All services performed in this role must be conducted in compliance with applicable federal and state laws, regulations, and oversight requirements, including but not limited to CMS, New York State, FDA, OPTN, and all applicable LiveOnNY policies, standard operating procedures (SOPs), and work instructions.

EXEMPT ROLES – FULL PROFESSIONAL DEDICATION AND AVAILABILITY:This exempt position requires the Document Manager to devote full professional time, attention, and best efforts to LiveOnNY. The Document Manager shall remain available to fulfill the position’s leadership and operational responsibilities inside and outside standard business hours as LiveOnNY’s needs dictate. The Document Manager shall not undertake outside employment, consulting, or business activity, whether compensated or uncompensated, without advance written approval from the Chief Operating Officer in accordance with LiveOnNY’s Conflicts of Interest Policy.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

1.Recovery Personnel Credentialing and Recredentialing

• Program Administration. Administers initial credentialing, annual review, renewal, emergency credentialing, and other applicable recovery personnel credentialing processes in accordance with approved credentialing policies and work instructions.

• Intake and Administrative Review. Coordinates intake, obtains required records, reviews submissions for administrative completeness and consistency, performs or coordinates verification and screening specified by policy and work instructions, and follows up on missing information.

• Approval Routing. Assembles and routes complete credentialing files to the Medical Director or their designee and records approvals, denials, limitations, or requests for additional documentation. The Document Manager does not independently determine clinical qualifications, competency, or recovery privileges.

• Records and Monitoring. Maintains the credentialing repository, roster, approval records, and supporting documentation; monitors reviews, renewals, expirations, and authorized status changes; requests updates and communicates approved decisions to applicable stakeholders.

• Emergency credentialing. Administers expedited, case-specific credentialing workflows in accordance with approved work instructions and documents the decision of the Medical Director or their designee before recovery activity begins.

• Audit and Reporting. Audits credentialing files and rosters for completeness, timeliness, and traceability; reports exceptions and overdue actions and prepares evidence for audits, surveys, investigations, and regulatory reviews.

 

2.Controlled Document and Records Management Program Administration

· Document Governance and Controlled Content: Administers, coordinates, and maintains LiveOnNY’s approved controlled document and records management program for policies, procedures, work instructions, forms, templates, manuals, protocols, governance records, and other designated content and recommends improvements for consideration by responsible leadership.

· Standards and Approval Control: Implements and administers approved requirements for document numbering, formatting, metadata, designated ownership, access, version control, effective dates, review cycles, and retention and monitors compliance with those requirements. Returns nonconforming submissions and may withhold publication until required reviews and approvals, including final policy approval by the COO or their designee, are documented. The position does not independently approve policies, establish organizational standards, or determine substantive policy requirements.

· Document Control System Administration: Serves as the system administrator for the designated electronic document control system, including license assignment, approved role and process permissions, approved workflow configuration, template maintenance, upgrades, troubleshooting, reporting, audit-trail support, and end-user training in coordination with Information Technology and accountable process owners.

· Lifecycle and Editorial Control: Coordinates drafting, formatting, review, approval, publication, acknowledgment, revision, retirement, and archival; incorporates approved edits; and reviews grammar, formatting, metadata, definitions, and related-document references for administrative accuracy and consistency.

• Register, access, and version control. Maintains the official controlled document inventory, designated ownership, approval status, dates, and revision history; provides access to current approved versions; removes obsolete versions from use; preserves required history; and uploads designated content to approved systems.

• Regulatory library and change impact. Administers, maintains, audits, and updates LiveOnNY's approved library of applicable standards, regulations, laws, official industry guidance, and related documents. Coordinates with accountable leaders to assess changes and identify potentially affected documents, education, systems, or operations. Accountable organizational leaders remain responsible for determining substantive operational, regulatory, educational, or policy changes.

• Retention and legal-hold coordination. Monitors review and retention requirements and coordinates secure disposition, preservation, and legal-hold requirements with Legal Counsel and accountable record owners.

• Change implementation and communication. Coordinates communications for approved document changes and required education, acknowledgment, or competency activities.

 

3. Quality Systems, Occurrence, and Program Administration

· Occurrence system and record administration. Administers assigned occurrence and incident workflows in the designated quality management system, including access, routing, tracking, retrieval, training, supporting documentation, completeness review, and closure after required approval is documented.

· Investigation administration. Administers assigned occurrence and hospital-services education tracking, updates Late Decline and Surgical Error forms, records the root cause determined through the approved investigation or root cause analysis process, and prepares authorized reports or summaries for leadership, quality improvement, or staff evaluation support.

· Confidential program administration. Coordinates assigned quality or operational meetings and prepares and maintains approved minutes; manages the Code of Conduct mailbox and tracking log, uploads authorized credentialing documentation, and protects confidential and investigative information.

· Audit and survey readiness. Coordinates document retrieval and validates records for CMS surveys, OPTN or HRSA reviews, internal audits, investigations, and other authorized reviews, including requested controlled documents, occurrences, credentialing evidence, and related records.

· Metrics and performance improvement. Monitors document, credentialing, occurrence, review-cycle, and audit measures; reports results, identifies gaps and overdue actions, recommends improvements, and tracks assigned corrective or preventive actions through completion.

· Leadership and collaboration. Coordinates or facilitates assigned document governance or credentialing workgroups; provides functional guidance, training, and administrative direction within approved policies, work instructions, and assigned responsibilities; and maintains effective

working relationships with department leaders, applicants, clinical professionals, vendors, auditors, and external organizations.

4. Quality and Performance Improvement

Participates in continuous process improvement consistent with organization-wide expectations.

 

5. Technical Proficiency & Documentation Systems

· Utilizes LiveOnNY electronic donor record systems and other communication systems and applications, and related documentation tools to manage workflow.

· Ensures accurate and timely data entry in accordance with LiveOnNY SOPs and regulatory standards.

 

6. Compliance and Documentation

· Maintains complete and accurate documentation of assigned document-control, credentialing-administration, and quality-system activities.

· Performs assigned responsibilities in accordance with applicable CMS, OPTN, NYS AGA, FDA, and LiveOnNY requirements within the administrative scope of the role.

· Participates in QAPI reviews, case reviews, audits, and performance improvement initiatives as assigned.

· Maintains confidentiality consistent with LiveOnNY policies and standards.

 

7. Professional Conduct

· Exhibits and maintains professionalism in high-stress and time-sensitive environments.

· Exercises sound professional judgment within assigned document-control, credentialing-administration, and quality-system responsibilities.

· Immediately escalates identified clinical, regulatory, or ethical concerns to appropriate leadership without making clinical determinations.

 

Other duties may be assigned.

Qualifications

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Required:

• Bachelor's degree in Business Administration, Healthcare Administration, Health Information Management, Quality Management, Public Administration, Information Management, Life Sciences, Nursing or a related field.

• Minimum of five (5) years of progressively responsible experience in document control, records management, quality management, compliance, or regulatory affairs within a highly regulated industry.

• Minimum of three (3) years of supervisory or management experience.

• Experience administering an electronic document or quality management system and managing regulated workflows, approvals, deadlines, and confidential records in a healthcare, clinical, transplant, tissue, or organ procurement setting.

• Experience developing, implementing, and maintaining document management policies, procedures, and governance programs.

• Experience supporting regulatory inspections, accreditation surveys or external audits.

• Demonstrated experience managing enterprise-wide document control systems.

• Strong written communication, proofreading, editing, organization, analytical, customer service, and follow-through skills.

 

Preferred:

• Master's degree in Healthcare Administration (MHA), Business Administration (MBA), Public Administration (MPA), Quality Management or related discipline.

• Seven years of progressive experience in document control, quality, compliance, records management, or credentialing administration, including program or project leadership.

• Healthcare regulatory experience in organ procurement, transplant, tissue banking, or hospitals, with electronic document-control, workflow, reporting, or credentialing systems.

• Experience in healthcare, organ procurement, transplantation, biotechnology, medical device, pharmaceutical, laboratory, or other regulated healthcare environment.

 

PHYSICAL DEMANDS:

· Regularly required to talk or hear.

· Frequently required to sit or stand.

· Occasionally required to walk; use hands to handle objects or controls, reach with hands and arms; and climb or balance.

· Occasionally required to lift or move up to 15 pounds.

· Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

· Uses reliable transportation in order to travel throughout LiveOnNY’s DSA and, when required, outside the DSA.

· Reasonable accommodation may be provided for qualified individuals with disabilities.

 

 

LICENSES:

Regarding any licensure, certification, or other credentials required or preferred by LiveOnNY, LiveOnNY requires they be maintained and current without any infractions or issues. The Document Manager understands that the Document Manager is responsible for maintaining all qualifications, licenses, certifications, competencies, and other requirements applicable to this position throughout the Document Manager’s employment and for successfully completing all required education, training, competency assessments, and continuing education required by LiveOnNY.

 

MAINTAIN RESIDENCE WITHIN LIVEONNY’S DESIGNATED SERVICE AREA (DSA)

The Document Manager must maintain a residence within LiveOnNY’s DSA.

 

This role is designated as a full-time, corporate office-based position. The primary work location is the assigned LiveOnNY Corporate Office.

Because the essential duties of this position are performed in office, work from home and remote work are not standard arrangements for this position and are prohibited unless the COO grants an explicit exception through prior written authorization in accordance with LiveOnNY’s Work from Home and Remote Work Policy.

 

ORGANIZATIONAL EQUIPMENT AND INFORMATION SECURITY

The Document Manager shall utilize LiveOnNY-issued technology, equipment, property, information systems, communication systems, vehicles, mobile devices, credentials, and other organizational resources solely for authorized organizational purposes and in accordance with LiveOnNY policies. The Document Manager shall use only LiveOnNY-issued equipment when performing work-related services or accessing LiveOnNY systems, data, or applications, regardless of work location.

 

GPS LOCATION REQUIREMENT: The Document Manager shall keep GPS location services active on all LiveOnNY-issued, GPS-enabled mobile work devices during scheduled work hours and while performing assigned duties, in accordance with LiveOnNY’s GPS Tracking Policy, as amended or superseded by LiveOnNY from time to time. The Document Manager shall not disable, tamper with, or interfere with those services.

 

LANGUAGE & READING SKILLS:

The Document Manager must be able to read, understand, and apply written information relevant to the position; communicate clearly in writing and verbally; and respond appropriately to inquiries within the scope of assigned responsibilities.

 

MATHEMATICAL SKILLS:

The Document Manager must be able to perform and apply the calculations required for the position accurately.

 

REASONING ABILITY:

The Document Manager must be able to identify problems, evaluate relevant information, exercise sound judgment, and reach conclusions within the scope of the position’s responsibilities.

 

OTHER SKILLS AND ABILITIES:

The Document Manager must communicate and collaborate with LiveOnNY’s culturally diverse workforce and the communities it serves in accordance with LiveOnNY policies. The Document Manager shall support quality, performance improvement, and the clinical and/or administrative goals applicable to the position.

 

WORK ENVIRONMENT:

The Document Manager is based at LiveOnNY’s Corporate Office. Based on the responsibilities of the position, LiveOnNY may, at its sole discretion, direct the Document Manager to travel to other locations within its Designated Service Area (DSA) to provide services.

 

LiveOnNY offers a competitive salary & comprehensive benefits package.

 

403(b) deferred annuity

Medical/Vision/Dental

Tuition reimbursement

Paid time Off

Pet Insurance

Life Insurance

Short and Long Term Disability Insurance

 

Salary Range: $105,000-$115,000