Hybrid Document Management Specialist en Kaniksu Community Health

Kaniksu Community Healthis a non-profit, award winning Community Health Center that provides integrated, team-based healthcare in north Idaho. 

Patients consider us their partner in healthcare, over the course of their life and the spectrum of their health needs. From prevention and wellness to medical, dental, and behavioral health. From pediatric to geriatrics, we believe that quality healthcare should be accessible, approachable and affordable for everyone. Regardless of how a patient can pay, or the severity of their concerns, we help find solutions.   We provide access to comprehensive and integrated multi-disciplinary services through the Patient Centered Medical Home model of care. 

But we’re not just invested in our patients – we’re invested in our people.  We know that our overall success is a combined effort and we therefore strive to provide opportunities for our employees to learn, grow and thrive. We are proud to have built a positive and engaged team with a "family" spirit. Our team members are dedicated and provide a patient centric approach to care and know exactly what we are working on and why, and how their everyday work contributes to successfully achieving this goal.

The benefits of working for KCH include:

• Medical, Dental, Vision, and Life insurance
• Education Assistance and Guided Career Pathways
• 4% 401K employer match
• In-house medical, dental, or behavioral health services
• Year round, affordable on-site childcare at KCH Kid’s Club

A Kaniksu Community Health Document Management Specialist is not just responsible for providing excellent customer service.  They are committed to providing an excellent patient experience while performing essential clinical or administrative work in a fast-paced, productive environment.  YOU ARE an essential team member charged with assisting patients in managing their care at Kaniksu Community Health. 

Under the direction of the KCH Director of Nursing, Director of Clinical Operations and Medical Staff Providers and as a member of the Kaniksu Community Health Patient Centered Medical Home (PCMH) Team, a typical day of a Document Management Specialist might include;

• Maintain accurate and secure physical and electronic filing systems for patient records, administrative documents, contracts, and other clinic files.
• Index, scan, and upload incoming documents into Athena and/or NextGen.
• Monitor document lifecycle to ensure proper retention, archival, and disposal in accordance with clinic policies and legal requirements.
• Track and update document control logs to reflect status, revisions, and approvals.
• Ensure all document handling processes comply with HIPAA, HRSA, and other regulatory requirements.
• Answer phone calls for multiple clinics.
• Assist in internal audits by preparing requested documentation and verifying record accuracy.
• Always maintain confidentiality and security of sensitive information.
• Serve as the primary point of contact for document retrieval requests from staff and providers.
• Provide training and guidance to staff on document submission, scanning standards, and retention policies.
• Collaborate with IT to troubleshoot document storage and access issues.
• Work with Quality Team to maintain readiness for audits and site visits.
• Responsible for relating well to people from diverse ethnic and cultural backgrounds and for having empathy for patients with demonstrated ability to treat them with dignity and respect.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn new software quickly.
• Knowledge of HIPAA and other applicable privacy/confidentiality regulations.

Experience Needed to Land this Gig:

• High school diploma or equivalent required; associate’s degree or higher highly regarded.
• Minimum 2 years of experience in document management, records management, or health information management—preferably in a healthcare or nonprofit setting.
• Experience with Electronic Health Record (EHR) systems and document imaging software required; NextGen and/or Athena experience a plus.
• Strong organizational skills with high attention to accuracy and detail.
• Ability to manage multiple priorities and meet deadlines in a busy environment.
• Excellent communication and interpersonal skills for working across departments.

Work Schedule:

Full Time

No. of Hours/week - 40

4x10s – Monday, Tuesday, Thursday, Friday