Document specialist

Position Purpose :

The Documentation Specialist has the primary responsibility of supporting the Director of Quality and Compliance to ensure quality services are provided.

The documentation specialist is charged with ensuring that DBHDS, VDH and DMAS regulations as well as all internal policies and procedures and all other related contractual agreements regarding documentation of individual’s services and supports are met.

The incumbent is responsible for training DSP’s, support coordinators and managers on all regulatory requirements and documentation.

Primary Duties :

• Creating, revising, and storing documents and ensuring that all documents are organized and easily accessible.
• Provides training on person centered plans, person centered reviews, support checklist, support notes; to include assessments required by various funding sources.
• Serves as a liaison with families, friends and other service organizations.
• Read, interpret, implement and understand policies, licensures, regulations, program requirements and state of the art methodologies of the treatment of persons with developmental and other disabilities.
• Review policies and procedures for compliance with regulations.
• Consult with team members and stakeholders to determine training needs and optimal approach to meet those needs.
• Coordinate and participate in monthly meetings with managers, support coordinators and support staff.
• Develop and maintain relationships with other human service agencies that provide services to individuals with disabilities.
• Inspect and audit all regulatory documentation to include but not limited to daily documentation, PCP and PCR documents to ensure accuracy for all licensing bodies for all programs.

• Assist with the implementation of new program and services.
• Prepare reports as required.
• Ensure day support programs and residential programs are continually in compliance with the standards and regulations of the Department of Licensure, DBHS, DMAS, VDH and any other applicable bodies.
• Provide Support for community integration efforts and HCBS Rights Compliance.
• Communicates vital information to DSPs, Behavioral Support Specialists, medical personnel, auditors, and other support professionals as well as families.
• Coordinates with team members to address issues regarding supports for individuals.
• Maintains service records from multiple funding sources for individuals.
• Attends annual service plan meetings for individuals and provides feedback on ways to better serve the individuals.
• Reviews and approves Direct Support Professional (DSP) notes; ensures accuracy and timely completion and ensures notes reflect the outcomes in the Person-Centered Plan.
• Maintains knowledge of current best practices, procedures and regulations
• Other duties as assigned

Knowledge, Skills and Abilities

• Ability to administer a systems approach
• Ability to lead teams with varying purposes
• Ability to multitask
• Ability to manage work / priorities
• Knowledge of Department of Labor standards
• Knowledge of supervisor / employee training techniques
• Knowledge of implementation processes
• Skill in organization
• Skill with interpersonal relationships

Education :

A bachelor's degree in human services or a related field preferred

Experience :

Two years’ experience in operations or production management

Last updated : 2024-02-24