Document Coordination & Compliance Specialist
Resume:
ANNARELLA VALDIVIA, M.A.
Document Coordinator • Records & Compliance Specialist
Digital Filing Systems • HIPAA/FERPA Compliance • Remote-Ready • 25+ Years
**********@*****.***
Princeton, NJ • Remote (U.S.)
Bilingual: English • Español
■ PROFESSIONAL PROFILE
Detail-oriented, highly organized professional with 25+ years of experience maintaining meticulous records, managing complex document workflows, and ensuring full compliance with strict confidentiality and regulatory standards. Career built on producing, organizing, reviewing, and tracking thousands of formal documents — psychological reports, legal compliance records, case files, consent forms, treatment plans, and multi-agency correspondence — all to zero-error standards under federal privacy law (FERPA/HIPAA). Proficient in Microsoft Office Suite and experienced with digital record management systems. Fully remote-ready with a dedicated home office, flexible scheduling availability, and a proven ability to work independently without supervision.
■ REQUIREMENTS MY QUALIFICATIONS
Organize & Maintain Docs
25+ years maintaining comprehensive digital and physical case files, reports, compliance records, and legal documents for hundreds of active cases simultaneously
Accuracy & Formatting
Produced formal written reports for legal boards, district leadership, and state agencies — requiring publication-level accuracy, consistent formatting, and zero errors
Track Versions & Approvals
Managed document revision cycles across multi-party review processes involving administrators, legal counsel, and outside agencies throughout career
Coordinate Document Flow
Routed formal documentation between families, schools, outside evaluators, legal teams, government agencies, and medical providers across 25 years
Secure Filing Systems
Maintained FERPA/HIPAA-compliant digital and physical filing systems for sensitive personal records across multiple districts and clinical settings
Data Entry & Audits
Entered, updated, and audited case data in student information systems and clinical databases with high-volume daily accuracy requirements
Confidentiality Compliance
Legally bound to strict federal privacy standards (FERPA, HIPAA) for entire career — confidentiality and security-first approach deeply embedded
Microsoft Office
Proficient in Word, Excel, PowerPoint, and Outlook • experienced with Naviance and CRM/SIS platforms • fast learner on new systems
Remote Independent Work
Fully remote contractor since 2023 — self-directed, reliable, and fully equipped for flexible remote work schedules
■ CORE COMPETENCIES
Digital Document Management
FERPA / HIPAA Compliance
Version & Revision Tracking
Data Entry & Accuracy
Cross-Department Coordination
Secure Filing Systems
Microsoft Office Suite
Document Audits
Remote Independent Work
■ PROFESSIONAL EXPERIENCE
Document & Records Coordinator — School Psychologist (FT) Nov. 1998 – June 2023
Multiple NJ Public School Districts
Organized, reviewed, and maintained comprehensive digital and physical records for hundreds of active cases simultaneously, including psychological evaluations, eligibility determinations, treatment plans, consent forms, and multi-agency correspondence.
Ensured all documents were accurate, completely formatted, and compliant with state and federal standards prior to distribution to administrators, legal teams, families, and outside agencies.
Tracked document versions, revisions, and approval status across multi-party review cycles involving school administrators, district legal counsel, outside evaluators, and state oversight bodies.
Coordinated document flow between departments, agencies, and external stakeholders — routing formal records to the correct parties while maintaining full chain-of-custody documentation.
Maintained secure, organized digital filing systems for sensitive student and personnel records in full compliance with FERPA privacy regulations — zero compliance violations across entire career.
Performed regular data entry and document audits to ensure records were current, complete, and retrievable — supporting district compliance reviews and state inspections.
Produced formal written reports for district leadership, legal review boards, and state agencies on regular cycles — requiring publication-level accuracy, precise formatting, and strict deadline compliance.
Clinical Records Coordinator (Per Diem) 2003 – 2015
The Valley Hospital — Ridgewood, NJ
Maintained HIPAA-compliant clinical documentation for every patient encounter including intake assessments, crisis notes, treatment plans, referral records, and disposition summaries.
Ensured all records were accurately completed, properly formatted, and securely filed before shift end — supporting hospital compliance standards and audit readiness.
Coordinated documentation between clinical teams, social workers, insurance providers, and outside agencies, tracking document status and following up to ensure timely completion.
Independent Contractor – Remote Document & Records Specialist July 2023 – Present
Self-Employed
Manages all documentation, correspondence, and records remotely with full accountability for accuracy, version control, and confidentiality across multiple simultaneous client engagements.
Maintains organized digital filing systems, produces formal written deliverables, and coordinates document flow between clients and external stakeholders — demonstrating the independent remote work discipline this role requires.
■ EDUCATION
Psy.D., School-Clinical Child Psychology (ABD) Yeshiva University, Bronx, NY
M.A., General Theoretical Psychology • GPA 3.64 Fairleigh Dickinson University, NJ
B.A., Psychology, Summa Cum Laude • GPA 3.84 Fairleigh Dickinson University, NJ
25 years of zero compliance violations, audit-ready records, and documents that were always accurate, complete, and on time.
That standard is what I bring to every document I touch.
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