Quality Management Assistant

General Purpose of the Job

This position provides assistance and support to the Quality Management department in the coordination of all regulatory compliance activities, required incident management activities, general administrative duties, records systems management and the efforts to advance the independence, productivity, & full citizenship of persons with developmental disabilities.

Essential Duties and Responsibilities

This position tracks and monitors Incident Management, Human Rights, and agency regulatory compliance activities and special projects. This includes review of confidential documentation, compiling complete incident management documentation, coordination of meetings, creating files, and recording minutes as well as:

1. Awareness and implementation of agency policy and procedure
2. Maintains all Incident Review Committee and Human Rights Committee records
3. Review incident documentation and verify all required elements are complete to accurately support incident packages
4. Ensure incident packages are submitted timely and IRMA entries and updates are completed timely in accordance with regulations, including (but not limited to) 147, 148, 149, COVID reports, CAPS, and WISR entry, updates, and required follow up
5. Tracks all Letters of Determination and updates database accordingly
6. Checks and scans all CLOSED incidents to IRMA database and closes incidents as per regulatory requirements
7. Reviews and appropriately responds to requests from OPWDD, OPWDD IMU, OPWDD CAPS unit, Justice Center, SED, RIA, CHOICES, and other regulatory agencies.
8. Assist in completion of quarterly and annual incident and compliance trend analysis and reports.
9. Files/types/uploads/copies and distributes routine, confidential and sensitive material for Quality Management department, Incident Review & Human Rights Committee including meeting minutes and materials
10. Enters to CHOICES, monitors approvals/disapprovals, distributes, and maintains OPWDD DDP1 & DDP2 documents for all UCP LI Programs
11. Maintains HIPPA & Liability forms for all UCP LI programs
12. Monitor agency QA email and ensures incoming messages are forwarded and responded to appropriately and as required by regulation
13. Monitor and manage all regulatory agency feedback regarding incidents or compliance then gathers and uploads correspondence to meet deadlines
14. Responsible for telephone and email communications within & outside of agency
15. Prepares unit reports, outcomes, grants, statistical reports, charts, graphs, forms, flyers, memos, letters, minutes, annual reports, investigation reports and other miscellaneous documentation
16. Orders and maintains department supplies
17. Processes requisitions, purchase orders, mileage, payroll, inventories, record storage and purging.
18. Researches general information and community resources
19. Assures working order of office machines
20. Additional tasks and responsibilities as assigned

Qualifications

Education and/or Experience

High school diploma or general education degree (GED), plus five to ten years experience, or combination of education and experience.

Computer Skills

To perform this job successfully, an individual should have knowledge of Microsoft Outlook Contact Management systems; Microsoft Excel Spreadsheet software and Microsoft Word Processing software.

Certificates, Licenses, Registrations

Valid clean NYS Driver's license

Other Skills and Abilities

Strong compute