General Statement of Duties:
Incumbent is the primary point of contact for data requirements and data gathering in the agency. Ensures the quality and continuity of business-critical data, submitting required reports to regulating authorities. Additionally, the incumbent will perform quality improvement reviews of medical/clinical records and related materials, in order to objectively monitor and evaluate the provision and documentation of client services in conformance with various payer and regulatory standards. The incumbent will perform data, data analysis, quality improvement reviews and staff training responsibilities under the direction of the Compliance Manager. The incumbent plans his/her own work under the guidance of supervisor to ensure date-certain deliverables are met.
Persons in this class are classified non-exempt under the Fair Labor Standards Act.
Distinguishing Features of Work:
A primary goal is to ensure the timely and accurate collection and processing of data related to CSB clinical, human resources information, and service delivery, and report accordingly to state regulators. This position works with a wide range of CSB staff to achieve desired data quality to assist the CSB in complying with state reporting requirements. Individual will perform chart reviews for quality improvement purposes and will provide training and technical support regarding documentation and regulatory requirements for clinical staff in a variety of service areas. The incumbent will require independent judgment, the exercise of a high level of discretion, and the use and application of quality improvement utilization review and information system techniques. The incumbent will possess the ability to comprehend and apply regulatory and policy requirements necessary to meet medical/clinical record keeping standards. The incumbent must possess excellent verbal and written skills and be able to organize and prioritize time sensitive tasks. Incumbent will interact with directors, supervisors, clinical staff, IT and administrative staff as needed to respond to questions, provide feedback, and to ensure clinical documentation meets regulatory quality of standards. The incumbent will assist in the analysis and utilization of data and outcomes related to services.
Major Essential Functions:
Performs business-critical processes to achieve the required service and data integrity; includes related data entry and data processing responsibilities;
Provides orientation/training to new service provider staff on data collection processes, standards, and automated system reports to improve data quality, provides technical assistance and/or re-training;
Identifies missing data and follows up on its collection; monitors the integrity and reliability of data collection processes; works collaboratively with other stakeholders to enhance data collection processes for accuracy and thoroughness within staff time/resource constraints;
Works collaboratively with IT staff in researching and resolving data and/or report errors/problems; as needed, performs gross data output checks of State Performance Reports, CCS reports, and other state extract reports. Data analysis can include staff time allocation as requested;
In coordination with the Manager, Director of Administrative Services and Executive Director, establishes and monitors performance against Performance Contract targets; generates and submits these and other assigned reports;
May coordinate the state submission of CSB accountability reports required under the Performance Contract and/or General Assembly action;
Maintains a thorough understanding of state data reporting and outcome measures, providing
analysis and follow up as applicable to QI responsibilities and Step-VA mandated services;
Performs independent reviews of medical/clinical records including: review and analyze documents to evaluate the provisions and documentation of client services, systematic use of report formats for providing feedback and problem identification to clinical staff and managers, and technical assistance to staff on data or reporting related projects.
Serves as trainer for new staff on required documentation, regulatory requirements and best practices. Provides refresher trainings as well.
Performs or coordinates the processing of data in support of monthly Agency Performance Report, works with affected staff to maximize the accuracy and utility of these reports;
Expands own knowledge through appropriate independent study and other outside staff development activities;
Maintains effective relationships with co-workers and customers based on courtesy, compassion, and respect;
Makes effective use of available technology, including computers, e-mail, and voice mail in order to enhance customer service;
Responsible for special projects and other duties, as assigned, consistent with established policies and procedures.
Required Knowledge, Skills and Abilities:
The ability to meet date-certain deadlines and manage routines with minimal supervision; liaison abilities, including flexibility and knowledge of various administrative systems; ability to engage in appropriate independent actions and take appropriate initiative per agency policies, federal/state personnel law, and related regulations ability to balance competing principles in data management; sound judgment.
Knowledge of healthcare reporting and regulations, especially as it relates to record keeping and documentation, and outcome measurement principles and techniques.
Knowledge of quality improvement activities, accepted medical records standards, and utilization review techniques. Ability to understand, assess and evaluate compliance of medical/ clinical records against complex legal, regulatory and policy mandates and material.
Minimum Education and Experience:
Graduation from an accredited college or university with a degree in human services, public administration or a related area; two years experience working with behavioral healthcare, or, any equivalent combination of experience and training which provides the required knowledge, skills and abilities.
Equipment: Telephone, copy machine, PC and/or other designated computer hardware, designated software, adding machine.
Work Environment: General office environment with normal lighting levels, temperature ranges, air quality, ventilation, and noise levels.
Work Location: 1241 North Main Street Office, Harrisonburg, Va.
Work Hazards: Minimal hazard associated with human services environment.
Work Schedule: Monday through Friday, regular office hours; additional hours as needed to perform job requirements.