Description

Job Summary: We are seeking a highly skilled and detail-oriented Documentation Compliance Specialist to join our team. The primary responsibility of this role is to proactively contact staff members and ensure that their documentation is complete, accurate, and compliant with internal guidelines and external regulations. The Documentation Compliance Specialist will play a critical role in maintaining organized and up-to-date records while fostering strong communication with staff members. The ideal candidate possesses excellent communication and soft skills, exceptional attention to detail, and a passion for ensuring compliance within a fast-paced, person-centered environment. All duties are performed with the knowledge that Breakthrough strives to be the model of excellence for adults with autism. 

Requirements

1. Reach out to staff members through various communication channels (e.g., email, phone, in-person) to review their documentation and ensure compliance with internal policies and external regulations.
2. Develop a thorough understanding of the required documentation for each staff member and department within the organization.
3. Must learn and be proficient in using agency software systems and databases (Attendance on Demand, Therap, Sandata, Excel, etc.).
4. Foster strong relationships with staff members and serve as a point of contact for any documentation-related inquiries or concerns.
5. Provide guidance and support to staff members on the completion of necessary documentation, ensuring they understand the requirements and deadlines.
6. Conduct regular documentation control audits to ensure accuracy, completeness, consistency, and adherence to established standards. Verifying that documents are up to date, properly formatted, and checking for any discrepancies, errors or omissions that may impact compliance or the organization’s operations. 
7. Collaborate with internal stakeholders, such as HR, Training, and Compliance teams, to establish and communicate clear documentation requirements to staff members.
8. Identify and address gaps or deficiencies in documentation, working closely with staff members to rectify any issues promptly.
9. Develop and implement streamlined processes and workflows to enhance documentation collection, review, and tracking efficiency.
10. Maintain an up-to-date knowledge of relevant regulations, industry standards, service definitions, and best practices pertaining to documentation compliance.
11. Proactively communicate any changes or updates to documentation requirements to staff members, ensuring they stay informed.
12. Provide training sessions or workshops to educate staff members on proper documentation practices, compliance requirements, and the importance of accurate and complete documentation.
13. Generate comprehensive reports and maintain accurate records of documentation completion rates, compliance status, and any outstanding issues.
14. Assists in the performance of other duties required by Breakthrough and/or the needs of the persons supported and as assigned by the Director of Operations and Community Integration Manager.

Qualifications:

1. Bachelor's degree in a relevant field (e.g. healthcare administration, compliance, or related discipline).
2. Proven experience in a similar role, such as compliance coordination, documentation management, or quality assurance, internal customer service or a related role within the healthcare industry is preferred.
3. Exceptional communication skills, both written and verbal, with the ability to convey complex information clearly and concisely.
4. Strong interpersonal skills and the ability to build positive relationships with staff members at all levels of the organization.
5. Excellent analytical skills and critical-thinking abilities, with a keen eye for detail and accuracy.
6. Ability to work independently and efficiently manage multiple tasks while adhering to deadlines, taking a proactive approach to identifying and resolving issues. 
7. Familiarity with relevant regulations, guidelines, and industry best practices related to documentation compliance (e.g., CMS, DIDD, MCO’s, HIPAA, HCBS standards).
8. Proficiency in using document management software, databases, and other relevant tools.
9. Demonstrated empathy and patience when addressing staff members' concerns or questions regarding documentation requirements.
10. Strong organizational skills, with the ability to prioritize and effectively manage time and resources.
11. High level of integrity and confidentiality, maintaining strict adherence to privacy and data protection policies.
12. Prior experience in delivering training sessions or workshops on documentation practices or compliance-related topics is a plus.

Note: The job description provided above is a general outline of typical responsibilities and qualifications for a Documentation Compliance Specialist position. The specific duties and requirements may vary depending on the organization and industry.