Regulatory Assistant

Saint Francis Ministries•Amarillo, TX

About The Position

The Regulatory Assistant provides support services to specific programs. This role involves managing program communications, processing placement paperwork, ensuring compliance with standards, maintaining client management systems, tracking various documentation, and assisting with staffings. The assistant also manages internal communication platforms, tracks psychotropic medications, may take meeting minutes, and ensures confidentiality and adherence to agency policies and regulations, including HIPPA.

Requirements

Must be 21 years of age
Must pass a drug screen, MVR, Criminal History and DFPS History Check, Centralized Background Check Unit Texas Health and Human Services Eligibility and any background checks deemed to be necessary.
FBI Fingerprint Check
Must have valid driver’s license, acceptable driving record and reliable transportation

Responsibilities

Manage program inbox and distribute email/placement paperwork assignments to appropriate staff.
Completes placement paperwork and sends via DocuSign for signatures from SF staff, as well as outside clients/providers, and follows up to ensure timeliness in regards to State deadlines.
Uploads completed placement paperwork into CareMatch and OneCase and ensures accuracy of signatures.
Gathers, reviews case information and assures compliance standards are met. Works with DFPS Compliance Staff.
Assists with ensuring children’s placement documents are up to date and accurate in the client management system.
Assists with ensuring child’s legal documentation is accurate and up to date in the client management system.
Assists with ensuring that CSA staffings are documented and completes following on the cases.
Assists with tracking and follow-up for I&R staffings.
Gathers success story emails from staff.
Manages Viva Engage Page, creates posts, shares events, updates, and success stories.
Manages/tracks list of psychotropic medications in Health Passport.
May take minutes at meetings.
Assures confidentiality of all data and information.
Maintain strict confidentiality of client’s personal and health information and agency propriety data, adhering to HIPPA regulations and company policies.
Implements Saint Francis policies and follows directives as required. Follows and adheres to all pertinent Saint Francis Standard Operating Procedures (SOP’s), rules, personnel policies and procedures; related accreditation and licensure standards; and federal, state and local rules, statutes, regulations, and contractual terms.
Is knowledgeable of and follows all safety procedures.
Reports unusual incidents through appropriate Risk Management, clinical and safety channels.
Ensures clients’ rights are protected.