Residential Administrative Services Assistant

The Residential Administrative Services Assistant is an onsite role and must be able to work at the assigned office locations within the catchment area. This position will oversee, manage, and supervise specific administrative functions residential and community-based services, including but not limited to: data entry, budget review, financial documentation, and office support services to ensure compliance with applicable Agency policies and procedures, DBHDS requirements, licensure regulations, and the Virginia Department of Medical Assistance Services (DMAS) provider requirements.

This role is responsible for collaborating and supporting the Residential Services Division. The role will facilitate program development, program evaluation, strategic planning, and procedure development. Assists the Chief Residential Officer and the Senior Director of Community Based Services with administrative programmatic needs including but not limited to scheduling meetings, review of policy and procedures, interdepartmental and external communications, data collections, records management.

ESSENTIAL FUNCTIONS: (Maximum of Eight)

• Oversee and manage residential and community-based services administrative functions to ensure compliance with agency policy and procedures, adherence to audit requirements, and efficient data collection requirements. Will monitor, track and ensure policy and procedures are up to date for applicable standards. Monitor office procedures to ensure compliance with all applicable regulations. Facilitate meeting, provide on-going training, and disseminate information and updates involving administrative changes to support the residential Program Team. Provide administrative support to Chief Residential Officer, Senior Director Community Based Services, and others as assigned. Supervises Program Assistants for program services.
• Provide assistance/support to the residential and community-based services on short-term and long-term projects including but not limited to licensing projects, OBRA and others as assigned. Participate in the Leadership Team meetings and other agency committees as needed. Collaborate with Directors, Service Coordinators and Quality Assurance Coordinator to develop and revise Developmental Policy and Procedures under the supervision of Chief Residential Officer and Senior Director Community Based Services. Present new/revised procedures to the Leadership Team and ensure program level staff are familiar with new and/or revised procedures. Coordinate information disbursement to inter-agency departments for changes and updates. Coordinate and triage emails and tasks for program supervisors as needed and assigned.
• Provide oversight of the reimbursement system and serve as liaison to the Office of Reimbursement. Oversee and review all monthly revenue collection to ensure accuracy in capturing all billable services. Oversee services program revenue to ensure generated revenues are collected. Exhaust all efforts for billing before adjustments are considered. Review insurance eligibility via the Medicaid Website and complete Insurance Verification Services to ensure program fiscal management benchmarks. Develop, monitor and provide oversight of service authorizations, Medicaid portals and insurance portal needs. Investigate denials for resolutions. Implement, develop and review reports for accuracy, and monitor data to ensure targets are met as required. Provide feedback to the Residential and Community Based Services Divisions on billing targets. Complete follow ups for all outstanding billing needs until resolution is completed. Review invoices for accuracy and process for payment. Review all medicaid portals for accuracy and patient pay amounts are accurate. Ensure lease agreements and rental income is accurate. Review all payee charges for accuracy. Complete petty cash audits as assigned. Attend meetings as assigned.
• Review and approve reimbursement request for purchases/charges. Conduct routine site audits for petty cash and payee accounts at group home and assisted living locations. Provide education, support and resolution as needed for credit card allocations. Acts as a liaison for payee services as needed. Complete purchases as identified by the program within budgetary confinements. Review all invoices for accuracy and submit to the appropriate department. Make purchases as needed. Complete credit card allocations for assigned residential programs. Review sponsored residential contracts for accuracy and make changes as needed with the approval of Chief Residential Officer when tier levels change.
• Provide ongoing oversight of programs revenues/expenditures relative to budget to include, but not be limited to: analyze budget reports/data for individual programs; complete monthly budget reports for Chief Residential Officer, Senior Director Community Based Services, Program Coordinators and others as requested; monitor monthly line item entry for accuracy; and keep the Services division leader team knowledgeable of revenue/expense items needing attention. Collaborate with leadership and others on developing annual program budgets. Attend monthly Fiscal Management meeting. Serve as a liaison with the agency office of Budget & Finance. Provide oversight and evaluate cost containment areas to assist with the different programs fiscal viability.
• Oversee UKG time card records to ensure that Service program timekeepers follow set guidelines. Responsible for leave/mileage entry and approval sign-off for the Services programs leadership team staff. Coordinate with Human Resources and Budget and Finance office to update personnel and UKG records. Monitor, track, complete requests for sponsored residential program human resource needs. Coordinate appointments with human resources for sponsored residential provider needs. Assists to resolve and facilitate training needs for providers. Complete human resource reviews for staff to ensure accuracy and reflect documents have been submitted for review/file. Monitor sponsored residential background and LEIE submissions have been submitted. Monitor all onboarding for processes and submissions needed by the residential programs. Audit personnel tables to reflect accurate home based RUs and benefit allocations. Complete notifications to budget/finance and human resources for benefit communications to include but not limited to leave without pay, insurance adjustments . Review and ensure accuracy of Credible individual homepage and insurance renewal address correctness. Serve as liaison with Agency Human Resources. Provide oversight of agency SmartForms for Services programs to ensure assessibility and accuracy. Communicate with Information Technology Department for equipment and triage problems.
• Serve on committees as assigned to support residential needs to support staff with specific questions regarding services. Review and approve Financial Intakes for Residential Services. Attend monthly Credible Service Application Team meetings and serve as liaison with the office of Data and Technology to implement changes/updates with the electronic record database. Investigate all insurance denials. Coordinate reminders for deadlines for services to include but not limited to quarterlies, individualized service plans, WaMs. Assist to resolve WaMs and service authorization issues. Monitor, assist and identify support from information technology. Complete bi-annual equipment audits and update as needed. Maintain a inventory of assets for the program. Work with information technology and communicate/educate changes for program staff as needed. Assist and prioritize work orders for program needs. Make requests as needed for programmatic support. Work with Budget and Finance for Regional Projects budget compliance, data collection and other needs.
• Oversee administrative services for Sponsored Residential Program including the contractual provider records to ensure compliance with VA Licensure, Medicaid and Human Rights. Generate contractual agreements between the agency and provider; review contractual invoices for accuracy and process for payment. Oversee, manage, and maintain Sponsored Residential personnel files to include background checks, DMV Records, and medical information. Perform Medicaid Fraud searches on the Office of Inspector General Website for each provider and maintain search records. Verify employment and submit proof of income for Sponsored Residential Providers. Monitor and track skilled nursing , service facilitation and other program authorization and denials. Work to ensure auxillary grants are renewed and current payments are received. Work with payee services for needs for all program individuals served.

OTHER DUTIES: (If Applicable)

• Ensure staff/client information is managed according to requirements of confidentiality. Acts as a centralized housing agent for program supervisions and compliance measures.
• Provide technical assistance for reports and agency communications
• Assists to problem solve report errors and identified variance problem issues
• Conduct unannounced site visits for resident account monitoring and compliance
• Assist across programs with administrative support as assigned by the supervisor to include but not limited to answering telephone systems
• Perform such other duties as assigned by supervisor.

QUALIFICATIONS:

• Must be able to work across the assigned office locations within the catchment area.
• Good oral and written communication skills
• Knowledge of computer applications and operations
• Knowledge of and skill in the principles of management and supervision
• Knowledge of and skill in budgetary and fiscal management areas and data analysis
• Knowledge of and ablility to interact with individuals with dual diagnosis
• Work skills involving independent judgement and planning; time management and organizational ability
• Ability to interpret agency policy/procedures and state and federal regulations; ability to clearly communicate these requirements to others
• Awareness of CSB programs, available services, and service delivery
• Skills in staff development and training

EXPERIENCE/EDUCATION REQUIRED:

• Associate's in Applied Science degree in data entry, computer technology, accounting, business administration, healthcare administration or equivalent plus a minimum of two (2) years of administrative experience; bachelor's degree preferred.
• Supervisory experience a plus.