Quality Assurance Assistant - Support

JOB SUMMARY: This position assists the Community Services Q.A. Manager and clinic management, including psychiatry department in auditing all client charts for conformance with billing records and county/state regulations and standards. She/he may also be responsible for completing a pre-determined amount of monthly Service Validation calls. Position also acts as a back-up Office Clerk, as assigned, assisting with duplicating, sorting, typing, and computer processing. As assigned, she/he assembles packets for all SVCS sites. Travel between all SVCS sites may be required on a weekly basis, or as needed. She/he is responsible for other duties as assigned.

MINIMUM QUALIFICATIONS

Education

High school graduate or equivalent and five years of general office experience required OR some college and 3 years of general office experience required, auditing experience preferred.

Associate degree or technical/ vocational/ secretarial school diploma preferred.

Experience

Three (3) years experience in either a mental health setting or a QA position preferred.

License or Certification

Valid California Drivers License

ESSENTIAL DUTIES AND RESPONSIBILITIES

Aids QA Manager in the implementation of the established Quality Assurance Program to assure that quality care is provided in compliance with Community Services policies and regulatory standards.

Coordinates monthly Progress Note Auditing. Logs errors identified and reports trends to QA Manager.

Coordinates Packet Tracking Assistant Report. Effectively communicates with colleagues, directors, and QA Manager on report efficiency, updates, and reviews

Coordinates and performs audits on all TBS/ BST paperwork.

Coordinates data collection activities and procedures for Quality Assurance through the direction of the QA Manager.

Compiles and reports results of County-required and internal evaluations, outcomes, and client tracking reports.

Aids QA Manager in the collection of client and family satisfaction survey reporting.

In coordination with the QA Manager, develops client record format, client chart contents, required forms and documentation standards for client record.

Aids QA Manager in the collection, tabulation and organization of data to be included in CQI presentations as assigned.

Coordinates monthly scanned packet audit report by maintenance of documentation of errors, missing documents, etc. for correction.

Assist with other QA reports, data collection, scanned packet auditing, and review as assigned.

Each week audits assigned submitted packets and reports new and corrected errors for tracking on a Packet Audit Report. This task includes:

Using close attention to detail to discover, report, track and review errors

Maintaining communication with site supervisors regarding concerns/questions about recent audit findings

Staying up-to-date with frequently changed state and county guidelines and standards

Receiving and tracking large volumes of submitted packets on a weekly basis

Utilizing and maintaining an organized system for processing, tracking, identifying, locating, etc. large numbers of packets and data.

Travels to different sites to conduct audits and provide support to staff

Each month, completes Service Validation calls. This process includes:

Compiling a sample of recently admitted clients, including caregiver name and contact info

Calling each client’s caregivers and conducting a survey to validate a previously determined service

Demonstrating good customer service skills when speaking with family members of clients

Recording caregiver comments on the Service Validation report, both positive and negative

Sharing findings with the QA Manager by submitting the Service Validation report on a monthly basis, and also communicating concerning reports as soon as possible

Performs audits on all documents that have been scanned into the client EMR and maintains report of errors, missing documents, etc. for correction

Performs Assessor Triage Report audit and reports findings on monthly log

Actively participates in the agency’s and SBHG’s Total Quality Management and Continuous Quality Improvement systems which support compliance with Joint Commission and other accreditation standards as applicable.

Participates in TQM activities as requested including CQI subcommittees, probes, peer review, audit and/or tracer activities.

OTHER DUTIES AND RESPONSIBILITIES MAY INCLUDE

Serve as a Packet Tracking Assistant (PTA) for one or more teams, which includes:

Attending regularly scheduled weekly meetings for assigned team(s)

Distributing upcoming due packets

Collecting completed packets and forwarding to the appropriate person for processing

Obtaining new client information and adding to the PTA report under the case-carrying clinician’s caseload, with appropriate due dates

Maintaining good communication with team supervisor to ensure that PTA report remains current and accurate

Updating weekly PTA reports and communicating changes to the staff responsible for updating the master reports

Maintain and stock current forms at all sites.

May assemble and deliver all documentation packets to all sites, and ensure that supply at each site is sufficient.

May enter OMA Data into specialized computerized logging system. Includes:

Tracking, logging and organizing OMA data

Auditing OMA sheets for correctness

Sending reminders to staff regarding missing OMA data, etc.

May track and enter Incident reports on specialized spreadsheet for reporting in CQI

Collects, organizes and facilitates the transmission of monthly SVCS Change of Provider logs to County officials.

Communicates pertinent information to all members of the Community Services management team, orally or in writing as directed by QA Manager.