About Company
Kaiser Permanente is one of the nation’s largest not-for-profit health plans, serving millions of members across the United States. Our integrated healthcare system combines health insurance with healthcare services, offering a comprehensive approach to wellness. In Centerville, Fremont, our facilities are integral to delivering high-quality, accessible care to the local community. We are dedicated to pioneering new ways to improve health, prevent illness, and provide compassionate service. Our commitment extends beyond medical care to fostering a supportive, inclusive, and professional environment for our employees. Joining Kaiser Permanente means becoming part of a team that is passionate about making a real difference in people’s lives through coordinated care, advanced technology, and a focus on preventive health. We believe in empowering our staff with the resources and opportunities they need to thrive and grow within a leading healthcare organization.
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Job Description
Kaiser Permanente is seeking a highly organized and detail-oriented File Clerk to join our administrative support team in Centerville, Fremont. In this vital role, you will be responsible for the efficient management and maintenance of various departmental files, ensuring accuracy, accessibility, and strict adherence to our confidentiality protocols. As a File Clerk, you will play a crucial part in supporting our clinical and administrative staff by providing seamless access to essential documents, contributing directly to the smooth operation of our healthcare services. This position demands a strong commitment to precision, an ability to manage a high volume of paperwork, and a proactive approach to maintaining an organized filing system. Your day will involve sorting, categorizing, retrieving, and archiving documents, both physical and digital, with meticulous care. You will be instrumental in ensuring that our records are up-to-date, easily locatable, and compliant with all relevant healthcare regulations and internal policies. This includes processing incoming and outgoing mail, preparing documents for scanning, and verifying the integrity of data within our electronic systems. We rely on our File Clerks to not only maintain existing systems but also to identify opportunities for improvement in document flow and organization. This is an excellent opportunity for an individual who thrives in a structured environment, possesses exceptional organizational skills, and is dedicated to supporting a mission-driven organization focused on community health and well-being. We value team players who are eager to contribute to a positive and efficient workplace, understanding the impact of their work on patient care and operational effectiveness. You will work closely with various departments, ensuring that inter-departmental document requests are handled promptly and accurately. The ideal candidate will demonstrate reliability, discretion, and a strong work ethic. Join Kaiser Permanente and become an integral part of a team committed to delivering high-quality, compassionate care to our members across the Centerville, Fremont community and beyond. Your dedication to meticulous record-keeping directly underpins our ability to provide excellent service and support our healthcare professionals.
Key Responsibilities
- Manage and maintain physical and digital filing systems, ensuring accuracy, integrity, and accessibility.
- Sort, categorize, and file various documents, including patient records, administrative forms, and correspondence, according to established procedures.
- Retrieve files promptly upon request from authorized personnel, maintaining a detailed log of all document transactions.
- Prepare documents for scanning, ensuring proper indexing, quality control, and verification for digital archiving.
- Adhere strictly to all HIPAA regulations, patient privacy laws, and company confidentiality policies regarding sensitive information.
- Assist with inventory management of office supplies specifically related to filing and record-keeping.
- Support administrative staff with general office duties as needed, including mail processing, document distribution, and data entry.
- Identify and report discrepancies, missing files, or issues within the filing system for timely resolution.
- Participate in periodic audits and purges of outdated or redundant files, following established retention policies and procedures.
Required Skills
- Exceptional organizational skills and meticulous attention to detail.
- Proficiency in basic computer applications (e.g., Microsoft Office Suite, email, internet browsing).
- Ability to sort, categorize, and file a high volume of documents accurately and efficiently.
- Strong verbal and written communication skills.
- Ability to work independently with minimal supervision and as an effective part of a team.
- High school diploma or equivalent.
- Physical ability to lift and move boxes of files (up to 25 lbs) and stand/walk for extended periods.
Preferred Qualifications
- 6+ months of experience in a clerical or administrative role, preferably in a healthcare or large office setting.
- Familiarity with medical terminology or healthcare record-keeping practices.
- Experience with electronic document management systems (EDMS).
- Associate's degree or relevant vocational training in office administration.
Perks & Benefits
- Comprehensive medical, dental, and vision insurance plans.
- Generous paid time off (PTO) and paid holidays.
- 401(k) retirement plan with competitive company matching contributions.
- Life and disability insurance coverage.
- Opportunities for professional development and career growth.
- Employee assistance programs (EAP) for personal and professional support.
- Wellness programs and resources to support a healthy lifestyle.
- Tuition reimbursement programs for continued education.
How to Apply
Interested candidates are invited to submit their applications online. Please click on the application link below to apply directly through our careers portal or a reputable job board. Ensure your resume highlights your organizational skills, attention to detail, and any relevant administrative or clerical experience. We look forward to reviewing your application!
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