[Hiring] Document Administrator @Paradigm

Role Description

This position is accountable for operational document administration, overseeing the production, editing, tracking, and coordination of clinical patient contracts and reports (documents). The Document Administrator must maintain high standards of quality, accuracy, and timeliness through structured quality control processes and the strategic use of AI-supported tools (like Microsoft Copilot) to enhance workflow efficiency, writing consistency, and adherence to Paradigm’s clinical and organizational standards. This is a remote position with hours generally aligned to standard business hours, Monday through Friday, 8:00 am to 5:00 pm, with occasional flexibility, as required.

• Complete tasks or access data in a number of Paradigm internal systems including EDDG, Tasking, ARCH, Twistle, Client Instructions, and FirstScript.
• Utilize the EDDG workflow and supporting tools (including team meetings, acute bulletin, and team reports) to track documents, prioritize workload, and consistently meet productivity standards and turnaround timelines.
• Create documents using approved templates and forms, performing detailed administrative quality assurance to ensure accuracy, completeness, clarity, and adherence to the documentation standards.
• Conduct critical reviews for spelling, grammar, punctuation, structure, logic, consistency, and appropriateness, leveraging Microsoft Copilot and/or other AI tools to support writing quality, standardization, and efficiency while applying professional judgment.
• Upon completion of document review and quality assurance, submit the finalized documents to the appropriate customer individuals or Paradigm’s Director of Key Accounts (DKA) in accordance with the established guidelines and EDDG workflow timeframes.
• Diagnose and resolve issues that arise with business operations across various applications, including EDDG, Tasking, ARCH, Twistle, Client Instructions, and FirstScript.
• Assist in the development and implementation of quality assurance processes.
• Monitor products and services for compliance with quality standards.
• Work closely with various departments to strengthen quality initiatives.
• Identify, communicate, and collaborate with the team to resolve all obstacles impacting document quality, timeliness, and/or compliance with the guidelines.
• Support Document Administrators (DAs) and cross-functional team members, as needed, to achieve quality and timeliness targets, maintain customer standards, and reduce document processing backlogs.
• Adhere to the production, quality assurance, and document standards, including any required customer-specific modifications.
• Collaborate with the cross-functional teams to support continuous process improvement initiatives and workflow optimization.
• Maintain a customer-focused approach in all interactions with cross-functional teams.
• Assist in the development, maintenance, and refinement of the procedures, job aids, and instructions related to the DA responsibilities.
• Participate as an engaged team member with an understanding of the roles and responsibilities of the Director of Clinical Solutions (DCS), Clinical Services Associate (CSA II), Operations Coordinator (OC), and DKA.
• Ensure that the documents comply with file creation, naming, tagging, and version control standards, with final documents accurately saved in the Paradigm Enterprise Content Library (ECL).
• Participate in the testing and validation of new databases, systems, workflows, and process improvements, as requested.
• Maintain reliable and predictable attendance during scheduled work hours.
• Utilize AI tools to support day-to-day tasks, improve efficiency, and enhance output quality. Adopt new technologies as trained and apply them in alignment with established processes and guidelines.

Qualifications

• High school diploma or equivalent education required.
• Strong organizational and prioritization skills, with the ability to manage multiple deadlines and competing priorities.
• Three (3+) years of experience in proofreading, editing, and/or administrative document quality review.
• Advanced proficiency in using Microsoft Word; working knowledge of Microsoft Excel, Outlook, and Teams; and experience with using Microsoft Copilot to support document review, writing quality, and workflow efficiency. Prior experience with AI preferred.
• Excellent writing skills, including grammar, punctuation, and clarity, with the ability to produce concise, high-quality documentation.
• Strong attention to detail and commitment to accuracy, with the ability to maintain consistency and adhere to established documentation and quality standards; familiarity with medical or clinical terminology is a plus but not required.
• Ongoing willingness to learn and adapt to new word processing tools, database systems, and evolving technology constancy, including AI.
• Ability to understand, interpret, and follow detailed written and verbal instructions.
• Proficient in speaking, reading, writing, and understanding English, the primary language used in the workplace.
• Strong collaboration and communication skills, with the ability to work effectively and professionally across cross-functional teams, while independently managing assigned work.
• Maintain confidentiality of all data, including ensuring protection of the patient’s rights, Protected Health Information (PHI), and employee and operations data.

Benefits

• Health and wellness – PPO, HDHP, and HMO health insurance options with Cigna and Kaiser (CA employees only).
• Financial incentives – Competitive salaries, 401(k) matching contributions, employer-paid life and disability insurance, flexible spending and commuter accounts, and employer-matched HSA contributions.
• Vacation – Paid time off and personal holiday programs for work-life balance.
• Volunteer time – One paid day per calendar year for community engagement.
• Learning and development – Support for continual learning through the Learning Excellence at Paradigm (LEAP) program.