Quality Assurance Administrative Specialist

Job Summary: Under general supervision, provides clerical and administrative support for the quality management department. Collects, monitors, and reviews data for quality assessment and improvement. Perform support and specialty tasks with State licensing, quality management activities, PAP programming, auditing, utilization management, and incident reporting.

Essential Functions: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Prepares necessary documentation including required or requested data/information, reports and other documents, and forwards to appropriate personnel for further review or action, signature or authorization.
• Schedules appointments meetings, training and conferences
• Maintains organized, accessible and current systems for filing, record keeping and reference manuals/materials.
• Collects, retrieves and compiles necessary data accurately and thoroughly.

• Develops and/or participates in the design and maintenance of databases, surveys, documentation and reporting mechanisms necessary to measure performance and adherence of established goals and objectives for performance improvement and meet the information needs to quality improvement teams as required/requested.
• Uses data/information gathered to accurately and appropriately complete, prepare, assemble process and/or generate reports, charts, graphs, tables and other documents to facilitate review of information and/or which summarize the actions of the quality assurance team and the Continuous Quality Improvement Committee (CQI).

• Alerts quality management team, CQI and appropriate managers of statistics that are substantially out of line with expected or past results.
• Reviews submitted reports for accuracy and completeness, taking action necessary to appropriately address any problems, errors and deficiencies found.
• Follows up to determine status of documents forwarded to others for further action, as applicable and responds appropriately in the interests of the quality assurance and utilization management teams.
• Uses data/information gathered and knowledge of the agencies policies, procedures and operations to appropriately respond to inquiries, questions requests or needs and assistance from internal and external customers.
• Resolves or facilitates the resolution of problems in a courteous, helpful, and timely manner.
• Completes tasks and assignments associated with assigned function(s) in a timely manner and in accordance with applicable policies, procedures and guidelines.
• Maintains confidentiality and security of information and materials according to established policies and procedures.
• Keeps supervisor or other appropriate staff adequately informed of problems, irregularities, issues and concerns pertaining to assigned function(s).
• Demonstrates understanding of program and/or organizational rules and regulations to effectively coordinate activities necessary to carry out assigned function(s).
• Conducts training as necessary and applicable as part of New Employee Orientation (NEO) or refreshers
• Assists with Records Retention activities and documents the shred of documents beyond the required retention period
• Collects/Writes meeting minutes for designated committees
• Assists with completion of Incident reports to state, as needed
• Assists with annual review for BHCC/CSU Procedures
• Assist with Utilization Management Activities, as needed
• Maintain all Gateway Forms and revisions
• Assist with Focus Audits, as needed
• Assist with Accreditation and State Audits
• Order Supplies for office, as needed
• Any other assigned tasked as directed

Required Knowledge & Skills:

• Knowledge of operating agency specific software programs
• Knowledge of Microsoft Office Software Programs, i.e., Word, Excel, and Outlook
• Knowledge of Agency confidentiality policies
• Knowledge of Agency safety policies and procedures
• Knowledge of Standard procedures such as filing, typing, duplicating materials, answering telephones
• Knowledge of Agency specific data and/or plans

• Ability to pay attention to detail
• Ability to Meet report deadlines
• Ability to Transcribe meeting minutes

Competencies:

Communication

Accountability/Responsibility

Cooperation/Teamwork

Creative Thinking

Customer Service

Dependability

Flexibility

Initiative

Analytical Thinking

Job Knowledge

Good Judgment

Professionalism

Quality/Quantity of Work

Required Education & Experience: High school diploma or GED and a minimum of at least 2 years of experience in a quality assurance position. Must possess a valid GA Driver’s license. Experience in professional medical office setting; familiarity with computer applications (Excel, TEAMS, word, etc.); excellent written and verbal communication skills, excellent attention to detail; excellent organizational skills.

Supervisory Responsibilities: None

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Some minor travel between Gateway sites is required.

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 this job.

Employee is frequently required to walk, sit, stand or kneel and occasionally required to climb or balance and stoop. Employee must occasionally lift and/or move up to 15 pounds. Must have the ability to sit for long periods of time at a computer. Employee frequently uses fine hand/eye coordination, hearing and visual acuity. Lighting and temperature are adequate, and there are not hazardous or unpleasant condition caused by noise, dust, etc. Employee must be able to travel between Gateway sites. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Gateway CSB promotes a drug/alcohol free work environment through the use of mandatory pre-employment drug testing.