Administrative Support C

Position Title: Administrative Support - Consumer Services Coordinator

Department: Administration

Reports to: Executive Director

Updated: 1/11/2020

Responsibilities Guide:

This is a full-time position. Days and hours of work are Monday-Friday, 9am-5pm. Our vision for the Consumer Services Coordinator is to precisely maintain consumer and personnel records, ensure compliance with regulatory agencies’ guidelines, and ensure administrative operations remain organized and efficient. The Consumer Services Coordinator should continually seek out ways to improve internal processes and workflows. The Consumer Services Coordinator should exude professionalism and contribute to an efficient work environment by being prompt and precise in correspondence with employees, consumers, and other Roost associates.

Requirements

1. Should exhibit exceptional:
   1. Social skills
   2. Scheduling skills
   3. Organization
   4. Creative/critical thinking
   5. Ability to self-direct
   6. Meet deadlines
2. Proficiency in Microsoft Office Suite
3. Proficiency in Google Office Suite
4. Attention to detail
5. Bachelor's Degree or equivalent experience
6. Communicate clearly and concisely with individuals from diverse backgrounds
7. Maintain harmonious community relationships for the benefit of the agency and people served
8. Research, prepare, review and maintain reports and documents
9. Must maintain confidentiality;
10. Use sound judgment when making decisions;
11. Pass a criminal background check; and
12. Skilled in the operation of relevant computer systems, including hardware and software, and office machines.

Essential Functions

1. Compliance
   1. Oversee preparation for all Audits and External Reviews
      1. DSPD Annual Review (Annual)
      2. Office of Licensing
         1. Site Inspections
      3. Social Security Audits (Every 3 to 5 years)
      4. HIPAA
   2. Archive all personnel files, consumer files, and PBA files at the end of the audit year annually.
   3. Attend monthly DHS webinars and provide an update at Executive Team Meeting
   4. Ensure business license, fire inspections, and OQD license are renewed and up to date each year.
   5. Conduct Internal Reviews
      1. DSPD Annual Review
         1. Part 1: Consumer Records
         2. Part 2: Provider Fiscal Review
         3. Part 3: Personal Budgeting Assistance
         4. Part 4: Staff Requirements and Training
         5. Part 5: Contractor Requirements
   6. Update Emergency and Business continuity Plan
   7. Maintain understanding of expectations and requirements from regulatory agencies
      1. Department of Human Services (DHS)
         1. Division of Services for People with Disabilities (DSPD)
         2. Office of Quality and Design (OQD)
         3. Office of Licensing (OL)
      2. Social Security Administration (SSA)
      3. Health Insurance Portability and Accountability Act (HIPAA)
      4. Medicaid
         1. Department of Workforce Services (DWS)
      5. Other regulatory agencies as applicable

1. Human Resources
   1. Monitor Personnel/Contractor files, ensuring requisite forms, training documentation, and other relevant documents are present, updating Google sheets to reflect what is currently complete or outstanding.
      1. Track Team Members/Contractors recurring training/certifications, and prompt them to complete as needed
      2. Ensure training hours are completed by staff and Host Home Contractors
      3. Create physical files for employees in the file room.
      4. Monitor Background Checks
      5. Assist new Team Members/Contractors in completing new hire paperwork

1. Consumer Services
   1. Create consumer books for new consumers
   2. Create Consumer Profiles upon intake for new consumers, and update information on profiles for existing consumers.
   3. Create digital and paper files for new consumers
   4. Create consumer-specific trainings for new consumers
   5. Collect, edit, and send out Quarterly Summaries for each consumer, tracking on the Google sheet
   6. Obtain Behavior Support Plans for consumers (if applicable)
   7. Ensure Behavior Data is completed for each consumer (if applicable), and file in consumer files
   8. Obtain Supports Intensity Scale (SIS) for consumers and ensure they are updated every 5 years.
   9. Ensure requisite legal documents are on file for all consumers
   10. Create Support Strategy Documentation (“ISP Programs”) for each consumer, and update annually for each consumer using the current PCSP
   11. Create Service Authorizations for each consumer, and update annually and as needed for each consumer using the current 1056.
   12. Respond to consumers’ Medicaid/Department of Workforce Services (DWS) correspondence
       1. Complete Medicaid/DWS reviews
       2. Obtain and furnish any documentation requested from Medicaid/DWS
   13. Ensure signature/release forms are signed for each consumer on an annual basis. (Signatures are ideally collected in conjunction with the annual PCSP meeting)
   14. Oversee incident reporting

1. Medical
   1. Collect Medical Visit Forms for applicable consumers’ medical, dental, and mental health appointments.
   2. Track annual physical appointments for applicable consumers.
   3. Track MARs from Host Home contractors and Team Leaders each month.
   4. Serve as a point of contact for the pharmacy.
      1. Relay relevant information from Host Home contractors to the pharmacy (e.g., new prescriptions, med changes, new consumers, etc.)
      2. Relay relevant information from the pharmacy to Host Home contractors.
      3. Conduct monthly cycle reviews.
2. Corporate Finance
   1. Monthly Billings
      1. Submit billing records to DSPD
   2. Monitor and approve 1056 reports.
   3. Track and monitor paybacks
   4. Conduct monthly billing reconciliations.
   5. Quarterly DSPD Wage Reports
   6. Monthly Aged Receivables Report
   7. Annual Medicaid Spending Report

1. MISC Administrative Team Duties
   1. Support Roost CA administrative operations as assigned by the Executive Team
   2. Oversee organization of Office Workflows and Processes