Quality Assurance Administrative Assistant

Under the supervision of the Quality Assurance Director, performs and oversees the performance of word processing, data entry, and other clerical and administrative functions necessary for the Program Director and program staff to carry out their job responsibilities.  The Administrative Assistant is responsible for the maintenance of QA/QI files.

REQUIREMENTS:

• Must be able to pass California State Department of Justice criminal background Investigation, Live Scan and/or fingerprinting.
• Experience with Electronic Health Record.
• Possess attention to detail, ability to be thorough and accurate with excellent data management skills.
• Must possess a California Driver License and the availability of a car with adequate insurance.
• Strong proficiency in Microsoft Office Suite, with expertise in Excel.
• Maintain a professional demeanor that reflects positively on the agency.
• Demonstrate respect and courtesy toward others.
• Respond promptly in all aspects of communication.

EDUCATION:

• High School Diploma or equivalent

EXPERIENCE:

• Three years of experience in clerical/administrative positions.

SPECIAL SKILLS AND KNOWLEDGE:

• Must have excellent computer skills.
• Must be well organized and have good interpersonal/social skills.
• Must be a self-starter and demonstrate ability to follow through with projects and tasks.
• Knowledge of record keeping systems and electronic health records.

DUTIES:

• Ensures QA charts are appropriately maintained, ensuring confidentiality procedures are enforced and that documents are filed according to Department of Mental Health Standards.
• Ability to obtain and print clients Medi-Cal Eligibility screens as requested. This shall include individuals being considered for entry to the program and annually according to client financial liability period.
• Run sanction screens on all agency new hires and report any findings to the HR & QA Directors.
• Enter new hires into EHR system by entering information in the Employee Tab and required Sections.
• Run sanction screens on all SCHARP/BAFMA employees on a monthly basis. Reconcile all questionable findings that will exclude staff from billing all agency funding sources.  Report questionable finding immediately to the QA and HR Director
• Maintain a filing system for all monthly sanction screens, physical or electronic.
• Maintaining agencies (SCHARP/BAFMA) employee rosters that are used to run monthly sanction screens. All new hires to be added weekly and former employees removed weekly.  Reconcile employee roster with HR on a quarterly basis.  (February, May, August and November)
• Reset employee passwords in CareLogic, when required.
• Immediately Revoke employee access to CareLogic when notified by HR Dept. or QA Director.
• Maintain staff email contact list.
• Maintain employee/visitor temperature screening logs at assigned site location. (Maintain 3 months)
• Collect Quarterly Chart Review Tools from each program within SCHARP/BAFMA. Send out quarterly reminders and verify that 5% of chart review tools have been submitted from each department.
• Collect active client rosters from each program on the first of each month, and following up with program staff, if rosters are not received.
• Develops and maintains program list. Client list minimally needs to include client name, MIS number and program affiliation.  The lists are to be received by the 3rd of each month from each program within SCHARP/BAFMA.
• Compiles data and enter information needed for Training Invoicing, Outcomes Measures and other client or program needs.
• Ensure needed office supplies are ordered and distributed to program staff.
• Ensures there are current, adequate forms for the program staff to use and these forms are readily available in the designated place.
• Maintain QA Director’s filing system.
• Prepare check requests for QA Director, when necessary.
• Monitor work site safety issues in conjunction with Human Resources and EOC. This includes maintaining a file of all safety drills, ensures fire extinguishers and other supplies are maintained.  Reports needed repairs and maintenance issues to QA Director.
• Answers telephone in courteous and friendly manner. Takes messages for staff, when necessary.
• Other administrative duties as assigned.