Compliance Department Assistant

Compliance Department Assistant

Full-Time, Non-exempt Position

Our community clinic is seeking a passionate and detail-oriented individual to join our team as a Compliance Department Assistant. The Compliance Department Assistant will be responsible for ensuring the clinic's compliance with all relevant laws, regulations, and policies. This position will involve conducting regular audits, support staff training on compliance procedures, and supporting a closed loop process. The ideal candidate will have a strong background in healthcare compliance, excellent communication skills, and a commitment to upholding the highest standards of ethical conduct.

ASSIGNMENT SUMMARY

The Compliance Department Assistant will be an active member of the Compliance and Credentialing teams, which includes the HR & Compliance Director, Compliance Manager and selected clinic staff.  Will be responsible for maintaining current knowledge of relevant compliance requirements, clinic operations and managed care programs. Must be highly proficient in Microsoft Office programs and other computer functions in order to maintain detailed records.

MINIMUM QUALIFICATIONS

• Associate degree required; Bachelor’s degree in healthcare administration, public health, or related field preferred.
• 1-2 years of experience in healthcare, compliance, quality, or administrative support.
• Foundational knowledge of healthcare regulations (HIPAA, OSHA, HRSA).
• Strong organizational skills and attention to detail.
• Strong communication and interpersonal skills.
• Ability to research and assist in resolving compliance issues.
• Proficiency in Microsoft Office and data tracking tools.
• Ability to maintain confidentiality when handling sensitive information.
• Experience in a community clinic environment preferred.
• Ability to work independently and collaboratively in a fast‑paced environment.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

Policy & Document Management

• Maintain compliance policies by updating, formatting, proofreading and organizing documents for review cycles.
• Maintain version control and archive outdated documents.
• Prepare redline packets for leadership & regulatory review.
• Support the development and maintenance of pharmacy‑related policies, procedures, and training materials.
• Maintain a library of commonly requested documents.

Audit Preparation & Monitoring

• Support regular audits to assess compliance with regulatory standards and internal policies.
• Pre‑pull charts, reports, encounter data, and documentation for internal audits.
• Maintain audit ready files including binders and digital folders.
• Track corrective action deadlines and send reminders to responsible departments.
• Monitor compliance indicators and maintain detailed records.
• Maintain dashboards, logs, and trackers (HIPAA breaches, OSHA incidents, adverse events, near misses training, audits, credentialing, and other risk-management logs).
• Pre-populate audit tools to support analysis and audit readiness.

Complaints, Incidents & Investigations

• Log complaints and grievances and ensure proper routing.
• Assist with gathering information for investigations of complaints or potential compliance concerns.
• Track incident reports and ensure follow‑up documentation is complete.

Training & Regulatory Documentation

• Assist with tracking training completion rates and maintaining training documentation for HRSA and FTCA audits.
• Assist with reporting including summaries, presentations and audit materials.

Credentialing Support

• Assist with maintaining provider credentialing and re‑credentialing documentation in an audit-ready state.
• Follow up for missing items with providers and departments.

Regulatory Submissions & Health Plan Support

• Track health plan deadlines and submission requirements.
• Prepare packets for health plan surveys, HRSA requests, and regulatory inquiries.
• Assist with survey requests and regulatory submissions related to clinical, dental, and pharmacy operations.

Pharmacy Compliance

• Maintain OPAIS documentation and track update deadlines.
• Support duplicate discount review and escalate discrepancies
• Ensure pharmacy compliance logs (temperature logs, inventory checks, audit files) are maintained by Pharmacy staff.
• Track HRSA 340B audit readiness documentation.
• Support communication between Compliance and Pharmacy leadership.
• Track submissions and confirmations for regulatory and manufacturer requirements.

Administrative and Communication Support

• Assist with transcribing meeting minutes, and assigning follow‑up tasks.
• Route compliance documentation to appropriate team members.
• Support cross-department communication, including Pharmacy and Compliance leadership.
• Coordinate with external agencies and auditors.
• Support emergency management training & risk management logistics.  

Confidentiality & File Management

• Organize compliance files in both digital and physical formats
• Ensure PHI security and maintain strict confidentiality.
• Other duties as assigned & necessary.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

This is primarily an office position that requires only occasional bending, reaching, stooping, lifting and moving of office materials weighing 25 pounds or less. The position requires daily use of a company provided computer and requires entering, viewing, and revising text and graphics on the computer terminal and on paper. The position requires occasional travel to attend on- and off-site meetings.

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Kheir Clinic provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

In addition to federal law requirements, Kheir Clinic complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Kheir Clinic will consider for employment all qualified Applicants, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.

Please note that this job description is subject to change to meet the needs of Kheir Clinic.