Operations Coordinator

Park Center

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Job Summary

This position is responsible for ensuring compliance with regulatory requirements, overseeing organizational training, and managing the storage and security of medical records at Park Center. Key responsibilities include conducting health and safety activities to maintain CARF accreditation, performing member record audits, coordinating feedback collection from stakeholders, and conducting HIPAA privacy audits. Additionally, the role involves maintaining employee training records, scheduling mandated training, and tracking training compliance. This position will oversee the storage and security of medical records, serving as the main contact for Richards and Richards, establishing user accounts, determining access levels, coordinating archiving and destruction processes, and facilitating records retrieval when necessary. This position plays a critical role in maintaining organizational standards and ensuring compliance with regulatory requirements.

Job Responsibilities

ESSENTIAL FUNCTIONS

Regulatory Compliance and Accreditation

• Study and learn all requirements from funding and accreditation sources and continually review such requirements.
• Assists with ongoing health and safety activities related to maintaining the highest level of CARF accreditation.  This includes working with site safety coordinators to conduct and document monthly fire and CARF-required annual evacuation drills.
• Conducts routine member record audits for all programs to assess documentation quality, accuracy, and timeliness per TennCare, CARF, the Department of Mental Health licensure, and any other licensing, funding, or accrediting entities as needed. 
• Assists with coordination to gather feedback from members and stakeholders on at least an annual basis.
• Assist with tracking member incident reports and member complaints. 
• Conducts organizational HIPAA privacy audits at all sites as needed.
• Conducts ongoing data integrity audits within the electronic health record to keep member information current and accurate. 
• Compile data and prepare reports as directed by the Director of Quality Improvement pertaining to quality assurance activities. 
• Attend Title VI annual training from the TN Department of Mental Health. 
• Assist with the compilation of data for the annual Title VI organizational reporting to the state. 

Organizational Training Oversight

• Maintains a digital training record for each employee according to a predetermined process.
• Maintains a schedule of mandated pieces of training per CARF, TennCare, and Licensure
• Tracks training compliance with all LMS and in-person training.
• Coordinates and schedules in-person training such as CPR, MANDT, Trauma Informed Care, and other trainings throughout the year.
• Serves as the point person for training-related reporting during audits and CARF accreditation surveys.
• Coordinates external training and arranges for speakers as needed.

Oversees storage and security of Park Center Medical Records

• Serves as a key point of contact for Richards and Richards.
• Establishes new user accounts with the Richards and Richards Vital Records system.
• Determines access level for security list for new users.
• Coordinates with all departments to make sure they are archiving and destroying records properly.
• Facilitates records retrieval from Richards & Richards to the organization as needed.

Serves as Park Center’s Title VI Coordinator

• Complete the annual Title VI Coordinator Training
• Complete the annual self-assessment for the TN Department of Mental Health and Substance Use Services and any other mandated Title VI reporting.
• Respond to all Title VI-related member concerns and complaints and ensure that appropriate actions are taken to resolve problems.

Values cultural competence and diversity

• Collaborates with staff, members, and the community to gain the perspectives of others having diverse opinions, abilities, values, beliefs, perspectives, and ethnic or cultural backgrounds.
• Takes deliberate steps to increase own cultural competency by attending trainings, events, discussions, workshops, etc. 

Other Duties:

• Is knowledgeable about agency policy and procedures and follows them accurately.
• Attends all necessary staff meetings and training.
• Other duties as assigned.  

WORKING CONDITIONS

The job operates in a professional office environment. This role routinely uses standard office equipment, such as computers, phones, photocopiers, filing cabinets, and fax machines. This is a hybrid position.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.

Ability to talk, hear, and see, with the visual acuity to detect errors. Requires the ability to sit or stand for long periods This position requires the ability to file, and lift office products, occasionally up to 15 pounds. Occasional stooping and bending.

DIRECT REPORTS                                         

None

Qualifications

QUALIFICATIONS                                                        

• Bachelor’s degree in a relevant field such as Psychology, Social Work, Public Health, Health Administration, or a related discipline
• Minimum 1 years experience working in an administrative role within the field
• Strong knowledge of HIPAA regulations
• Prior experience navigating and ensuring compliance with the Department of Mental Health, Managed Care, and/or CARF standards
• Experience working within an electronic health record

SPECIFIC SKILLS                                         

• Exceptional organizational abilities
• Eager to learn
• Committed to customer service
• Ability to receive constructive feedback and incorporate feedback into practice
• Demonstrate a commitment to organizational mission and values
• Excellent communication skills
• Attention to detail
• Proficient in Microsoft Office Suite

Additional Information

Benefits

How to Apply

Please apply on our company site: https://parkcenternashville.org/careers/ 

Details

• Date Posted: June 3, 2024
• Type: Full-Time
• Job Function: Other
• Service Area: Other
• Salary Range: $26.13 - $27.70
• Working Hours: 37.5 hrs/wk