Director of Records Management

PHMC is proud to be a leader in public health. PHMC requires that all employees are fully vaccinated with the Covid-19 vaccine before the first day of employment. 

Position Summary
PHMC is seeking an experienced and forward-thinking Director of Records Management to build and lead a comprehensive, enterprise-wide records management program. Reporting to the CIO, this role will establish and execute a strategic framework for records classification, retention, and compliance. Given that PHMC has not previously had a formalized records management program, this role will be responsible for creating, implementing, and managing a scalable, compliant, and efficient records management strategy that supports our mission to improve public health services across the
Philadelphia region and beyond.

The Director of Records Management will work collaboratively across all business units to implement best practices, streamline processes, and integrate innovative technologies for document storage, retrieval, and disposal. This position will also oversee compliance with regulatory and legal requirements, partnering closely with compliance, legal, and IT teams
to ensure secure, compliant handling of records throughout their lifecycle.

Key Responsibilities

• Program Development and Implementation
• Design and deploy a formal Records Management Program (RMP) for
  PHMC, aligning it with industry standards and best practices.
•  Develop policies, procedures, and standards for records classification,
  retention, and disposition, integrating them into day-to-day operations
  across the organization.
• Collaborate with departments, including medical records, finance, legal, and
  HR, to ensure tailored solutions that meet each function’s document
  management needs.

Enterprise Document Classification and Retention:

• Implement an enterprise-wide Document Classification and Retention
  Matrix that aligns with legal, regulatory, and operational needs.
• Oversee document classification policies and procedures to ensure records
  are labeled and managed by type, sensitivity, and retention schedule.
• Ensure records are accurately categorized and stored, leveraging Microsoft
  SharePoint and other document management systems for digital storage and
  access control.

Legal Compliance and Risk Management:

• Ensure compliance with all relevant regulations, including HIPAA, HITECH,
  and state-specific records management laws, as well as funder
  requirements.
• Implement litigation hold procedures to protect documents relevant to legal
  proceedings, collaborating with the legal department to manage exceptions
  to retention schedules.
• Conduct periodic audits and assessments to ensure compliance with
  records management policies and identify areas for improvement.

Cross-Functional Leadership and Change Management:

• Build and lead a cross-functional records governance team, working with IT,
  compliance, legal, operations, and department representatives to ensure
  alignment with the organization’s goals.
• Develop a change management plan to foster adoption and awareness of the
  new records management policies and procedures across all PHMC
  locations.
• Coordinate training programs for staff on records management practices,
  utilizing online and in-person resources.

Technology Integration and Continuous Improvement:

• Leverage Microsoft SharePoint and other digital solutions for document
  classification, retention management, and secure storage.
• Drive process automation and workflow efficiency, integrating records
  management with existing enterprise systems (EHR, ERP).
• Track and report on key metrics related to records management efficiency,
  compliance, and digital adoption, ensuring continuous program
  improvement.

Documentation and Reporting:

• Maintain comprehensive documentation of records management practices,
  policies, and audit findings.
• Produce reports for executive leadership on program progress, audit results,
  compliance status, and resource needs.
• Work with the CIO to adjust strategic priorities and ensure the program
  evolves with the organization’s needs and regulatory landscape.

Qualifications:
Education and Experience:

• Bachelor’s degree in Information Management, Library Science, Business
  Administration, or related field.
• 5-7 years of progressive experience in records management, information
  governance, or a similar role, with proven experience in developing and
  leading an enterprise-wide records management program.
• Certified Records Manager (CRM), Certified Information Governance
  Professional (IGP), or similar credential is preferred.

Skills and Competencies:

• Strategic Leadership: Strong ability to design and implement a
  comprehensive records management program from the ground up.
•  Regulatory and Compliance Knowledge: Deep understanding of relevant
  regulations, including HIPAA, HITECH, and records retention requirements in
  healthcare.
• Technical Proficiency: Experience with digital document management
  systems (e.g., Microsoft SharePoint) and knowledge of electronic health
  record (EHR) and enterprise resource planning (ERP) systems.
• Project Management and Change Management: Excellent organizational
  and project management skills with experience in leading cross-functional
  teams and driving change in complex environments.
• Communication and Training: Strong communicator with experience
  developing training programs and promoting adherence to new policies.

Why Join PHMC?
PHMC offers a mission-driven work environment where innovation and collaboration are at he forefront of everything we do. The Director of Records Management role presents an exciting opportunity to establish a foundational program that will impact the future of public health records management. We offer competitive benefits, professional development, and the chance to lead transformational change in records management and information governance for a well-respected healthcare organization.

Join us in shaping the future of information governance at PHMC!

(Salary Grade 23)