Children's Bureau of Southern California

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Compliance Coordinator

at Children's Bureau of Southern California

Posted: 11/30/2018
Job Reference #: 1195
Keywords:

Job Description

Location:
Magnolia Place (Los Angeles)

Department:
Mental Health Services

JOB TITLE:  Compliance Coordinator

DEPARTMENT: Quality Assurance/ Improvement

LOCATION:  Magnolia Place Headquarters in Los Angeles 

REPORTS TO: Director of Quality Improvement and Training

SUMMARY OF POSITION:

The Mental Health Compliance Coordinator position provides administrative and technical support to the Quality Improvement and Training Department.  This position focuses on tracking, reporting, and supporting all compliance activities of the department – particularly in regard to nuanced requirements related to authorization of mental health services, its various sub-programs, as well as staff credentialing and certification requirements.  This role assists in identification of QA trends via technical audits, data analysis and monitoring of associated corrective actions to fix identified problems.

JOB RESPONSIBILITIES:

  • Supervises Quality Assurance Assistant staff in the performance of their duties.
  • Coordinates audits to ensure program compliance with government contract requirements, DMH standards, and federal/state/local regulatory agency requirements.
  • Identifies problems in program systems and promotes corrective actions in any and all areas of operations.
  • Develops a clear and well-organized system of documenting and tracking compliance activities of the mental health department.
  • Monitors and supports compliance to proper authorization of services for each of the different subprograms (MHS, MEDS, TCM etc).
  • Generates and distributes reports on past due and coming due critical documents related to intakes and annuals.
  • Serves as a resource and coordinates with administrative staff and supervisors to problem solve technical problems, interface concerns, or systems obstacles to ensure needed follow-up and resolution.
  • Develops compliance and utilization reports related to QA trends and claiming patterns, such as days from request of service to intake to start of treatment; duration of treatment; under/over-utilization of services; staff credentialing, and other reports as requested.
  • Participates in Utilization Management team meetings to distribute and discuss utilization reports to facilitate identification of the following: costs per client, per program; claiming patterns across individual staff and programs; under/over-utilization of claims, especially Plan Development claims; EBP treatment duration fidelity; staff credentialing and certification progress or concerns. 
  • On a quarterly basis, completes and submits a Case Record Review report to the Director of Quality Improvement of audits conducted, related findings, trends, and implications for noted strengths or areas needing improvement.
  • Participates in Quality Improvement Committee meetings as needed.
  • Oversees the credentialing of all mental health service delivery staff.  This process includes verification of taxonomy codes, registration/license status with the Board of Behavioral Sciences, and accuracy of National Provider Identifier accounts.  Additionally, this process includes initial and monthly checking of each individual provider to ensure that the provider has not been excluded from claiming to government-funded programs.
  • For new hires, creates staff accounts in EXYM, the program’s electronic health record system.  Activates new service delivery providers in the Department of Mental Health (DMH) Practitioner Registration & Maintains (PRM) system.  Updates systems as staff credentials change.  As staff leave the agency, de-activates each one from EXYM, PRM, and all other applicable systems and databases.
  • Maintains current and complete records on staff training and certification—especially related to Evidenced-Based Practices (EBPs).  On a quarterly basis, generates reports for supervisors on the status of staff’s progress towards EBP certification to ensure staff members are completing all necessary aspects of training within the designated timeframes.  Works with the Mental Health Training Coordinator to develop an electronic system for storing training certificates.
  • Takes responsibility for the completion and monthly submission of Prevention and Early Intervention (PEI) training reimbursement invoices to the Department of Mental Health.  Monitors the contract allowance throughout the year and submits to DMH a request for additional funds as is necessary.
  • Has a strong working knowledge of Medi-Cal and Mental Health Services Act (MHSA) administrative funding requirements and especially outcome measurement requirements.  Assists with supporting systems for tracking, collecting, and inputting outcome measurement data into the DMH Outcome Measure Application (OMA) system.  Follows-up with supervisors regarding outstanding and/or incomplete OMA Worksheets.  Generates and distributes quarterly reports on past due and coming due measures.
  • Assists with preparing for State Audit Reviews and LA County DMH Program Reviews.
  • Assists with development of associated policy & procedure, providing recommendations for improved compliance processes.
  • Other duties as assigned.

JOB QUALIFICATION STANDARDS

Supervisory Responsibilities:    The Auditing Coordinator supervises Quality Assurance Assistant staff.

Experience

  • Must have strong computer skills including knowledge and experience with Microsoft office, Word, and Excel.
  • Demonstrated strong communication and interpersonal skills required.
  • Familiarity with County IS/IBHIS preferred.
  • Ability to function as a member of an inter-disciplinary team.

Education, Professional Training, Technical Training or Certification

  • Master’s Degree in Human Services, Social Work or Psychology required
  • ACSW, AMFT, or Registered Psychologist Intern in active status with State of California BBS or BOP is required. Licensure status is preferred.
  • Must possess a valid driver’s license plus ability to provide own transportation to complete travel requirement of the job.

Knowledge/Skills

  • Maintains confidentiality in matters of agency operations, personnel, and clients
  • Maintains positive communication with all agency staff, clients and visitors
  • Exercises good judgement in performance of duties and responsibilities
  • Supports existing agency policies, principles and mission.
  • Excellent organizational skills
  • Ability to track and follow-through with multiple tasks and multiple deadlines
  • Takes initiative, motivates self, able to work independently with reliable follow-through
  • Strong interpersonal skills
  • Team player
  • Discretion and tact
  • High attention to detail
  • Excellent computer skills (Word, Excel, Powerpoint, etc.)
  • Ability to create clear and concise reports from large amounts of data

JOB RESPONSIBILITIES:


  • Supervises Quality Assurance Assistant staff in the performance of their duties.

  • Coordinates audits to ensure program compliance with government contract requirements, DMH standards, and federal/state/local regulatory agency requirements.

  • Identifies problems in program systems and promotes corrective actions in any and all areas of operations.

  • Develops a clear and well-organized system of documenting and tracking compliance activities of the mental health department.

  • Monitors and supports compliance to proper authorization of services for each of the different subprograms (MHS, MEDS, TCM etc).

  • Generates and distributes reports on past due and coming due critical documents related to intakes and annuals.

  • Serves as a resource and coordinates with administrative staff and supervisors to problem solve technical problems, interface concerns, or systems obstacles to ensure needed follow-up and resolution.

  • Develops compliance and utilization reports related to QA trends and claiming patterns, such as days from request of service to intake to start of treatment; duration of treatment; under/over-utilization of services; staff credentialing, and other reports as requested.

  • Participates in Utilization Management team meetings to distribute and discuss utilization reports to facilitate identification of the following: costs per client, per program; claiming patterns across individual staff and programs; under/over-utilization of claims, especially Plan Development claims; EBP treatment duration fidelity; staff credentialing and certification progress or concerns. 

  • On a quarterly basis, completes and submits a Case Record Review report to the Director of Quality Improvement of audits conducted, related findings, trends, and implications for noted strengths or areas needing improvement.

  • Participates in Quality Improvement Committee meetings as needed.

  • Oversees the credentialing of all mental health service delivery staff.  This process includes verification of taxonomy codes, registration/license status with the Board of Behavioral Sciences, and accuracy of National Provider Identifier accounts.  Additionally, this process includes initial and monthly checking of each individual provider to ensure that the provider has not been excluded from claiming to government-funded programs.

  • For new hires, creates staff accounts in EXYM, the program’s electronic health record system.  Activates new service delivery providers in the Department of Mental Health (DMH) Practitioner Registration & Maintains (PRM) system.  Updates systems as staff credentials change.  As staff leave the agency, de-activates each one from EXYM, PRM, and all other applicable systems and databases.

  • Maintains current and complete records on staff training and certification—especially related to Evidenced-Based Practices (EBPs).  On a quarterly basis, generates reports for supervisors on the status of staff’s progress towards EBP certification to ensure staff members are completing all necessary aspects of training within the designated timeframes.  Works with the Mental Health Training Coordinator to develop an electronic system for storing training certificates.

  • Takes responsibility for the completion and monthly submission of Prevention and Early Intervention (PEI) training reimbursement invoices to the Department of Mental Health.  Monitors the contract allowance throughout the year and submits to DMH a request for additional funds as is necessary.

  • Has a strong working knowledge of Medi-Cal and Mental Health Services Act (MHSA) administrative funding requirements and especially outcome measurement requirements.  Assists with supporting systems for tracking, collecting, and inputting outcome measurement data into the DMH Outcome Measure Application (OMA) system.  Follows-up with supervisors regarding outstanding and/or incomplete OMA Worksheets.  Generates and distributes quarterly reports on past due and coming due measures.

  • Assists with preparing for State Audit Reviews and LA County DMH Program Reviews.

  • Assists with development of associated policy & procedure, providing recommendations for improved compliance processes.

  • Other duties as assigned.


JOB RESPONSIBILITIES:

  • Supervises Quality Assurance Assistant staff in the performance of their duties.
  • Coordinates audits to ensure program compliance with government contract requirements, DMH standards, and federal/state/local regulatory agency requirements.
  • Identifies problems in program systems and promotes corrective actions in any and all areas of operations.
  • Develops a clear and well-organized system of documenting and tracking compliance activities of the mental health department.
  • Monitors and supports compliance to proper authorization of services for each of the different subprograms (MHS, MEDS, TCM etc).
  • Generates and distributes reports on past due and coming due critical documents related to intakes and annuals.
  • Serves as a resource and coordinates with administrative staff and supervisors to problem solve technical problems, interface concerns, or systems obstacles to ensure needed follow-up and resolution.
  • Develops compliance and utilization reports related to QA trends and claiming patterns, such as days from request of service to intake to start of treatment; duration of treatment; under/over-utilization of services; staff credentialing, and other reports as requested.
  • Participates in Utilization Management team meetings to distribute and discuss utilization reports to facilitate identification of the following: costs per client, per program; claiming patterns across individual staff and programs; under/over-utilization of claims, especially Plan Development claims; EBP treatment duration fidelity; staff credentialing and certification progress or concerns. 
  • On a quarterly basis, completes and submits a Case Record Review report to the Director of Quality Improvement of audits conducted, related findings, trends, and implications for noted strengths or areas needing improvement.
  • Participates in Quality Improvement Committee meetings as needed.
  • Oversees the credentialing of all mental health service delivery staff.  This process includes verification of taxonomy codes, registration/license status with the Board of Behavioral Sciences, and accuracy of National Provider Identifier accounts.  Additionally, this process includes initial and monthly checking of each individual provider to ensure that the provider has not been excluded from claiming to government-funded programs.
  • For new hires, creates staff accounts in EXYM, the program’s electronic health record system.  Activates new service delivery providers in the Department of Mental Health (DMH) Practitioner Registration & Maintains (PRM) system.  Updates systems as staff credentials change.  As staff leave the agency, de-activates each one from EXYM, PRM, and all other applicable systems and databases.
  • Maintains current and complete records on staff training and certification—especially related to Evidenced-Based Practices (EBPs).  On a quarterly basis, generates reports for supervisors on the status of staff’s progress towards EBP certification to ensure staff members are completing all necessary aspects of training within the designated timeframes.  Works with the Mental Health Training Coordinator to develop an electronic system for storing training certificates.
  • Takes responsibility for the completion and monthly submission of Prevention and Early Intervention (PEI) training reimbursement invoices to the Department of Mental Health.  Monitors the contract allowance throughout the year and submits to DMH a request for additional funds as is necessary.
  • Has a strong working knowledge of Medi-Cal and Mental Health Services Act (MHSA) administrative funding requirements and especially outcome measurement requirements.  Assists with supporting systems for tracking, collecting, and inputting outcome measurement data into the DMH Outcome Measure Application (OMA) system.  Follows-up with supervisors regarding outstanding and/or incomplete OMA Worksheets.  Generates and distributes quarterly reports on past due and coming due measures.
  • Assists with preparing for State Audit Reviews and LA County DMH Program Reviews.
  • Assists with development of associated policy & procedure, providing recommendations for improved compliance processes.
  • Other duties as assigned.

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