DOCUMENT CONTROL ASSISTANT

Urdaneta Sacred Heart Hospital; Urdaneta; On-site; PHP 350,000 - 650,000; Full time

Job summary

Urdaneta Sacred Heart Hospital is seeking a Compliance and Privacy Officer to oversee data protection, regulatory alignment, and document governance. You will monitor compliance with the Data Privacy Act, conduct DPIA assessments, and lead staff training on handling patient information.

You will collaborate with doctors, nurses, and admin teams to ensure proper data retention, disposal, and third‑party oversight, while preparing reports for management and updating privacy policies.

Qualifications

• Maintain and update document control systems for filing and retrieval.
• Process applications for permits related to licensing and accreditation.
• Perform quality checks on incoming documents for accuracy, completeness, and adherence to established standards and guidelines.
• Maintain up-to-date knowledge of industry-specific documentation regulations and standards.
• Conduct regular audits to ensure compliance with all documentation policies.
• Prepare and provide documentation reports to management as required.
• Work closely with other departments to ensure proper documentation workflows.
• Submit self-monitoring reports quarterly.
• Update hospital's requirements to partner companies.
• Scan and safekeep digital copies of hospital documents.

Responsibilities

• Ensuring hospital data processing complies with the Data Privacy Act, IRR, and related regs.
• Detecting, investigating, and reporting personal data breaches to NPC and affected individuals.
• Evaluating risks for new medical software or processes handling patient data.
• Drafting the hospital's Privacy Manual and internal retention/disposal policies.
• Managing requests from patients to access, correct, or delete records.
• Reviewing data sharing agreements with HMOs, insurers, and outsourced labs.
• Educating doctors, nurses, and admins on confidential handling of patient information.

Job description

• Maintain and update document control systems for efficient filing and retrieval.

• Process applications for permits related to licensing and accreditation.

• Perform quality checks on incoming documents to ensure accuracy,completeness,and adherence to established standards and guidelines.

• Maintain up-to-date knowledge of industry-specific documentation regulations and standards.

• Conduct regular audits to ensure compliance with all documentation policies.

• Prepare and provide documentation reports to management as required.

• Work closely with other departments to ensure proper documentation workflows..

• Self monitoring report-quarterly

• Updating hospital's requirement to companies.

• Scanning and safekeeping of digital copies of hospital documents

Compliance Monitoring

-Ensuring the hospital’s processing of medical records, personal data, and electronic health systems complies with the Data Privacy Act (DPA) , Implementing Rules and Regulations (IRR), and other regulations.

Data Breach Management

-Implementing procedures for detecting, investigating, and reporting personal data breaches to the NPC and affected individuals.

Privacy Impact Assessments (PIA)

-Evaluating risks for every new medical software or process that handles patient data.

Policy Development

-Drafting the hospital’s Privacy Manual and internal policies regarding data retention and disposal.

Data Subject Rights

-Managing requests from patients to access, correct, or delete their personal records.

Third-Party Oversight

-Reviewing Data Sharing Agreements with HMOs, insurance providers, and outsourced labs.

Staff Training

-Educating doctors, nurses, and admin staff on handling patient info with confidentiality.

-Organize and deliver training sessions to raise awareness and ensure staff involved in data processing understand compliance requirements.