Documentation Specialist jobs in Knoxville, TN

Description

Job Summary: We are seeking a highly skilled and detail-oriented Documentation Compliance Specialist to join our team. The primary responsibility of this role is to proactively contact staff members and ensure that their documentation is complete, accurate, and compliant with internal guidelines and external regulations. The Documentation Compliance Specialist will play a critical role in maintaining organized and up-to-date records while fostering strong communication with staff members. The ideal candidate possesses excellent communication and soft skills, exceptional attention to detail, and a passion for ensuring compliance within a fast-paced, person-centered environment. All duties are performed with the knowledge that Breakthrough strives to be the model of excellence for adults with autism. 

Requirements

1. Reach out to      staff members through various communication channels (e.g., email, phone,      in-person) to review their documentation and ensure compliance with      internal policies and external regulations.
2. Develop a      thorough understanding of the required documentation for each staff member      and department within the organization.
3. Must learn and      be proficient in using agency software systems and databases (Attendance      on Demand, Therap, Sandata, Excel, etc.).
4. Foster strong      relationships with staff members and serve as a point of contact for any      documentation-related inquiries or concerns.
5. Provide      guidance and support to staff members on the completion of necessary      documentation, ensuring they understand the requirements and deadlines.
6. Conduct regular      documentation control audits to ensure accuracy, completeness, consistency,      and adherence to established standards. Verifying that documents are up to      date, properly formatted, and checking for any discrepancies, errors or      omissions that may impact compliance or the organization’s operations. 
7. Collaborate with      internal stakeholders, such as HR, Training, and Compliance teams, to      establish and communicate clear documentation requirements to staff      members.
8. Identify and      address gaps or deficiencies in documentation, working closely with staff      members to rectify any issues promptly.
9. Develop and      implement streamlined processes and workflows to enhance documentation      collection, review, and tracking efficiency.
10. Maintain an      up-to-date knowledge of relevant regulations, industry standards, service      definitions, and best practices pertaining to documentation compliance.
11. Proactively      communicate any changes or updates to documentation requirements to staff      members, ensuring they stay informed.
12. Provide      training sessions or workshops to educate staff members on proper      documentation practices, compliance requirements, and the importance of      accurate and complete documentation.
13. Generate      comprehensive reports and maintain accurate records of documentation      completion rates, compliance status, and any outstanding issues.
14. Assists in the performance of other      duties required by Breakthrough and/or the needs of the persons supported      and as assigned by the Director of Operations and Community Integration      Manager.

Qualifications:

1. Bachelor's      degree in a relevant field (e.g. healthcare administration, compliance, or      related discipline).
2. Proven      experience in a similar role, such as compliance coordination,      documentation management, or quality assurance, internal customer service      or a related role within the healthcare industry is preferred.
3. Exceptional      communication skills, both written and verbal, with the ability to convey      complex information clearly and concisely.
4. Strong      interpersonal skills and the ability to build positive relationships with      staff members at all levels of the organization.
5. Excellent analytical      skills and critical-thinking abilities, with a keen eye for detail and      accuracy.
6. Ability to work      independently and efficiently manage multiple tasks while adhering to      deadlines, taking a proactive approach to identifying and resolving      issues. 
7. Familiarity      with relevant regulations, guidelines, and industry best practices related      to documentation compliance (e.g., CMS, DIDD, MCO’s, HIPAA, HCBS      standards).
8. Proficiency in      using document management software, databases, and other relevant tools.
9. Demonstrated      empathy and patience when addressing staff members' concerns or questions      regarding documentation requirements.
10. Strong      organizational skills, with the ability to prioritize and effectively      manage time and resources.
11. High level of      integrity and confidentiality, maintaining strict adherence to privacy and      data protection policies.
12. Prior      experience in delivering training sessions or workshops on documentation      practices or compliance-related topics is a plus.

Note: The job description provided above is a general outline of typical responsibilities and qualifications for a Documentation Compliance Specialist position. The specific duties and requirements may vary depending on the organization and industry.