Program Operations Coordinator - Bay Area Community Services : Job Details

The Program Operations Coordinator is part of the Quality Improvement Administration team and will be designated to support the divisional needs of the Program Operations Teams. This is an Administrative Assistant role with a combination of duties in Quality Improvemnet, Compliance, Data Analytics, Operations and Administration. The Divisional QIA will work closely to support the Director of QI/Operations with development and implementation of policies and procedures, philosophy of care, orientation to programs/sites, and ensuring that tasks and processes at a Divisional level are completed well and within the stipulated timelines. Attention to detail, ability to identify and mitigate risk, problem solve, multi-tasking and customer service in a fast-paced environment are required to meet deadlines. This position requires excellent customer service, emphasizing communication, teamwork and collaboration, and continually seeks ways to support and develop standardized processes and common procedures. RESPONSIBILITIES:

• Works with the Quality Improvement and Operations Director to provide attention and direct support to divisional needs of program operation (streamlines processes, identifies barriers to daily functions, manages safe work environments, and problem solves administrative functions).
• Oversees, tracks and conducts documentation certification processes and collaborates with the Program Manager on performance and corrective action plans.
• Prepares summary audit reports, analysis, containing findings as well as methodology used and recommendations for improvement; submits audit reports to the appropriate management staff.
• Ensures 100% of audit corrections are communicated, corrected, and verified for all programs. Escalates to leadership team when there is a challenge related to timely corrections. Reaudits charts to ensure compliance and issues are remedied.
• Ensures that all audits and investigations are conducted in a timely and confidential manner, and all findings are maintained as such.
• Revises audit and compliance practices as needed to improve effectiveness in response to changing organization needs or new/revised regulations, policies and/or guidelines.
• Creates program-specific forms and tools to establish workflows for the operation.
• Attends monthly Program Operations Department meetings to coordinate implementation of quality assurance and quality improvement initiatives, and provides weekly to monthly reports to management of progress.
• Provides high-level analysis and reports on client outcomes and key indicators.
• Conducts site reviews of each BACS' site to ensure compliance and Continuous Quality Improvement is taking place within every BACS program.
• Ensures the BACS Policy and Procedures are held across the agency
• Opens, closes, and updates clients in various systems including but not limited to AVATAR, Insyst, SmartCare, MyOutcomes, Client Data System (CDS), and Clinician's Gateway. Tracks of CSI data in CDS and Insyst. processing NOBE's, note and service deletion request from staff for various systems.
• Tracks monthly QI & QA metrics for program reporting.
• Possesses a superior knowledge of the Client Data System, both the front end and back end, and is a 'super user' and trainer for all staff and leadership. Provides support to staff in using the company intranet, updates and maintains SharePoint documents, as well as working with staff on discrepancies with their client data.
• Trains all levels of staff on how to document Medi-Cal documentation including progress notes and makeup of other treatment documents.
• Assists with and prepares for organizational audits as needed.
• Supports with purchases and supplies for division.
• Troubleshoots and repairs devices needed for daily functions.
• Other duties as assigned.

QUALIFICATIONS:

• Bachelor's degree or higher in business, communications, or social services discipline required.
• Minimum of 4 years' experience in social services required.
• Experience with HIPAA, Community Care Licensing (CCL), Medi-Cal, and medical billing.
• Demonstrated intermediate proficiency in Microsoft Word/Excel, ability to type 45WPM.
• Driver's license, vehicle and insurance is required.

Benefits/Perks:

• Compensation:$30 hour
• Fully paid medical, dental, vision, and life insurance coverage for employees and children.
• 32 days off (PTO/Holiday), increasing with tenure, includes your birthday off.
• 403b with BACS matching contribution after one year of service, BACS matching contribution.
• After 1 year of service - $3,000 per year student loan debt payment, tuition or continuing ed costs. Up to $15,000 over 5 years.
• One month PAID sabbatical after 8 Years - not charging PTO.
• Significant internal growth opportunities.

*Most direct service positionsAbout BACS Bay Area Community Services is a CARF accredited non-profit, community-based agency celebrating 70 years of serving Alameda, Contra Costa, Monterey, Sacramento and Solano Counties by providing mental health and social services. BACS' mission is to uplift under-served individuals and their families by doing whatever it takes. We are proud to be one of the leading agencies producing real outcomes to tough social problems. BACS owes its reputation as an innovator to our innovative and entrepreneurial staff. We are seeking individuals who want to transform clinical practice to be client-centered and effective in the field and who want to lead empowered teams to meet goals.How to apply:Submit a resume with a cover letter highlighting your relevant experience.BAY AREA COMMUNITY SERVICES IS AN EQUAL OPPORTUNITY EMPLOYER