Description

The Administrative Assistant will report to the Chief Compliance Officer (CCO). This position will also work closely with VIP’s residential and supportive housing, outpatient, health homes, health services, mental health, and substance use programs. 

General Office Duties:

• Ordering supplies
• Faxing/scanning/electronically filing/copying/shredding.
• Faxing/scanning provider’s materials.
• Making outgoing phone calls and handling inquiries from outside providers/organizations.
• Typing correspondence for Compliance Department.
• Distributing documents to various providers in main office.
• Filing and retrieving documents/reports.
• Preparing responses to correspondence containing routine inquiries
• Scheduling events/meetings including preparing agendas and teleconferencing.
• Attending meetings to record minutes.
• Compiling, transcribing and distributing minutes electronically.
• Preparing and editing correspondence, communications, presentations and other documents.
• Liaising with internal staff at all levels.
• Maintaining compliance tracking reports.
• Pick up compliance and medical record request mail daily, time stamp, and process as appropriate.

Specific Compliance Assistance Duties:

• Training Management Assistance.
• Monitoring and tracking staff attendance to HIPAA, Compliance, and Boundaries Trainings; coordinating training schedules and room set up; maintaining training registration lists; collecting and securing attendance sheets and/or certificates; maintaining the training tracking reports; distributing the training tracking reports to the programs electronically; preparing training packets.

Special Investigation Management Assistance:

•  redact/de-identify investigation reports and prepare for QA Manager, scan and electronically file investigation reports and supportive documentation.
• Medical Records Request Management: 
•  Process all incoming and outgoing medical records requests for outside providers/entities and all in house requests for discharged medical records, manage tracking logs.
• Process all medical records subpoenas with Chief Compliance Officer’s approval.
• Assist in the management of the agency’s chart retention and destruction process.
• Exclusion Checks Management.
• Prepare compliance department reports. 
• Assist with compliance audits and assessments.
• Create and maintain meeting minutes and agendas repository for compliance meetings.
• Summarize monthly compliance activities on the spread sheet report. 
• Perform all other related clerical and administrative duties. 
• Other duties as assigned. 

Requirements

 EDUCATIONAL/TRAINING REQUIRED:

• HS diploma required with related post HS training; bachelor’s degree preferred.
• Office management certificate is an advantage.

QUALIFICATIONS:

• Knowledge of standard office administrative practices and procedures
• Minimum of 2 years of experience providing administrative assistance and support to an executive level administrator
• Minimum one year experience in mental health or social services fields
• Knowledge of HIPAA regulations and Privacy rules
• Excellent in the following skills: typing, organizational, planning, time management, and coordinating, communication, information gathering and monitoring, problem analysis and problem solving, initiative, attention to details and accuracy, adaptability.

COMPUTER SKILLS REQUIRED (List the computer skills needed):

• Excellent computer skills: In-depth knowledge (Advance-Master level) of MS Office Suite, data dash boards and spread sheets; experience with EHRs/EMRs; ability to access and manage government data portals.