Quality Assurance Coordinator

GOAL: To advance the mission of COYFC, Gracehaven, Wellspring and affiliated companies by ensuring that the quality of the services that are provided to the community is consistent with organizational policy, goals and capacities; executed appropriately and in a timely manner; areas of compliance are tracked and are accomplished with excellence, and by providing guidance for internal organizational policy, procedure and communications.

KEY OBJECTIVES

• Ensure contracts and MOUs are reviewed for consistency with organizational policy, goals and capacities: organized and executed in a timely fashion, and systemized for scalability
• Maintain systems for storage and retrieval of compliance documents, contracts and MOU’s
• Document and work with all areas of the team to ensure compliance with governmental standards for policy and procedure, grant requirements, contract requirements, HIPAA, CARF, Medicaid, DBH, and YFC USA standards and best practices
• Manage and oversee external records requests such as subpoenas and medical records requests to ensure HIPAA compliance
• Work with Facilities to ensure safety and compliance with all regulations, as well as all new buildings and contracts are compliant.  
• Actively embrace spiritual commitments and responsibilities  

SPECIFIC DUTIES

Responsibilities include, but are not limited to, the following:

Audit Preparation

• Help prepare for all audits relative to compliance – DCY, CARF, OhioMHAS, Medicaid, Managed Care Plans, and more
• Ensure audit preparation is done thoroughly and professionally when needed

Contract Organization and Execution

• Work with Gracehaven to ensure that all contracts with counties and referral sources are expeditiously reviewed for consistency with organizational policy, goals and capacities, are completed and accurate. Ensure that all contacts are gathered from the counties, and referral sources are accurately identified 
• Maintain systematic process for all YFC related organizations for tracking contracts, MOU’s, key organizational contacts and renewal dates
• Ensure that process is trained and followed across organization and departments to ensure contracts and MOU’s are renewed and adhered to properly

Compliance & QA/QI

• Work with GH Program Director, GH Campus Director, GH Clinical Director, COYFC Director of Leadership Development, COYFC Grant Manager, WS Clinical Director, COYFC HR Manager and all organizational Management Teams to: 
• Ensure all policy and procedural requirements of external entities are met 
• Ensure all commitments to agencies placing youth with Gracehaven are communicated to all parties and they are met
• Ensure grant guidelines are followed and commitments are met
• Ensure compliance with all local, state and federal laws
• Ensure compliance with all COYFC policy, procedures and standards
• Ensure compliance with YFC/USA policy, procedures and standards
• Ensure compliance with State of Ohio Counselor and Social Work Board
• Ensure compliance with ECFA, Guidestar and other fundraising oversight organizations
• Understand all regulations we are under including – CARF, ODJFS, HIPAA, QRTP, YFC/USA, ECFA
• Manage the implementation of Compliancy Group for Gracehaven, Wellspring and COYFC. Ensure all tests are completed on time and as intended for compliance
• Understand testing systems, training systems, and signature systems used (Teachable and Docubee/electronic signing platform) to ensure they are being used correctly for compliance
• As needed: training staff on compliance and policies, generating compliance reports
• Facilitate Quarterly Quality Assurance Meetings

Storage and Retrieval of Documents

• Ensure that all documentation for compliance purposes is stored in a consistent manner and is easily accessible as needed
• Ensure all contract documents, amendments and other contract related communication is stored in a consistent manner and is easily accessible as needed
• Ensure storage and retrieval systems meet HIPAA requirements when applicable

HIPAA

• Annually answer questions about the organization to maintain HIPAA compliance
• Ensure BAAs are established with external vendors and contractors
• Monitor annual all staff HIPAA training
• Ensure that all records requests and subpoenas are documented, communicated, and filed in a HIPAA compliant manner. Be the main point of contact and overseer for formal records requests that come in  
• Work with appropriate team members to respond to records requests legally and appropriately, there is a separate legal team to help if necessary

Facilities and Compliance

• Work with facilities to ensure our contracts are tracked and up to date
• Work on the Gracehaven facilities and safety committee
• Work with facilities to ensure that all facilities built or modified are in compliance with all programs

Spiritual Responsibilities

Because COYFC and its subsidiaries are a part of the same faith-based organization and share a faith mission and set of values, we require all employees to consistently apply and live according to the religious mission and theological beliefs. Each staff member, regardless of role, is asked to:

• Participate in staff prayer meetings and be able to contribute as appropriate
• Pray for, and be able to winsomely represent the beliefs and values of our faith community to contract partners and other community stakeholders
• Ensure that the faith based nature of our organization and mission is represented with clarity and integrity to contract partners
• Ensure that the Biblical values of integrity, truthfulness, accountability and compliance with legitimate authorities are lived out by COYFC including all of its affiliates and subsidiaries as an element of our witness to the watching world