Quality Assurance Administrative Assistant

Southern California Health and Rehabilitation Program (SCHARP)•Los Angeles, CA

About The Position

Under the supervision of the Quality Assurance Director, the Quality Assurance Administrative Assistant performs and oversees word processing, data entry, and other clerical and administrative functions needed to support the Program Director and program staff. The position is responsible for maintaining QA/QI files and supporting quality assurance, human resources, program operations, and workplace safety processes.

Requirements

Must pass a California State Department of Justice criminal background investigation, Live Scan, and/or fingerprinting.
Experience with an electronic health record.
Attention to detail and ability to work thoroughly and accurately, with excellent data management skills.
California driver license and availability of a car with adequate insurance.
Strong proficiency in Microsoft Office Suite, with expertise in Excel.
Maintain a professional demeanor that reflects positively on the agency.
Demonstrate respect and courtesy toward others.
Respond promptly in all aspects of communication.
High school diploma or equivalent.
Three years of experience in clerical or administrative positions.
Excellent computer skills.
Well organized, with good interpersonal and social skills.
Self-starter with the ability to follow through on projects and tasks.
Knowledge of record-keeping systems and electronic health records.

Responsibilities

Maintain QA charts, enforce confidentiality procedures, and file documents according to Department of Mental Health standards.
Obtain and print clients’ Medi-Cal eligibility screens as requested, including for prospective program entrants and annual reviews according to client financial liability periods.
Run sanction screens for all agency new hires and report findings to the HR and QA Directors.
Enter new hires into the EHR system, including the Employee Tab and required sections.
Run monthly sanction screens for all SCHARP/BAFMA employees, reconcile questionable findings that could exclude staff from billing agency funding sources, and immediately report questionable findings to the QA and HR Directors.
Maintain physical or electronic filing systems for monthly sanction screens.
Maintain SCHARP/BAFMA employee rosters for monthly sanction screens; add new hires and remove former employees weekly, and reconcile rosters with HR quarterly in February, May, August, and November.
Reset employee passwords in CareLogic when required and immediately revoke employee access when notified by HR or the QA Director.
Maintain the staff email contact list.
Maintain employee and visitor temperature-screening logs at the assigned site location for three months.
Collect quarterly chart review tools from each SCHARP/BAFMA program, send quarterly reminders, and verify that each department has submitted tools for 5% of its charts.
Collect active client rosters from each program on the first of each month and follow up with program staff when rosters are missing.
Develop and maintain program lists containing at least client name, MIS number, and program affiliation; receive lists from each SCHARP/BAFMA program by the third of each month.
Compile and enter data for training invoicing, outcomes measures, and other client or program needs.
Order and distribute needed office supplies to program staff.
Ensure current and adequate forms are available to program staff in the designated location.
Maintain the QA Director’s filing system.
Prepare check requests for the QA Director when necessary.
Monitor work-site safety issues with Human Resources and EOC; maintain files of safety drills, ensure fire extinguishers and other supplies are maintained, and report needed repairs and maintenance to the QA Director.
Answer telephone calls courteously and take messages for staff when necessary.
Perform other administrative duties as assigned.