QUALITY ASSURANCE COORDINATOR

About the Role

To advance the mission of COYFC, Gracehaven, Wellspring, and affiliated companies by ensuring the quality of services provided to the community aligns with organizational policy, goals, and capacities. This includes executing services appropriately and in a timely manner, tracking compliance areas with excellence, and providing guidance for internal organizational policy, procedure, and communications.

Responsibilities

• Audit Preparation
  • Help prepare for all audits relative to compliance – DCY, CARF, OhioMHAS, Medicaid, Managed Care Plans, and more.
  • Ensure audit preparation is thorough and professional.
• Contract Organization and Execution
  • Work with Gracehaven to ensure contracts with counties and referral sources are reviewed for consistency with organizational policy, goals, and capacities, completed accurately, and executed expeditiously.
  • Maintain a systematic process for tracking contracts, MOUs, key organizational contacts, and renewal dates across all YFC-related organizations.
  • Ensure the process is trained and followed across the organization to guarantee contracts and MOUs are renewed and adhered to properly.
• Compliance & QA/QI
  • Work with various directors and management teams to:
    • Ensure all policy and procedural requirements of external entities are met.
    • Ensure commitments to agencies placing youth with Gracehaven are communicated and fulfilled.
    • Ensure grant guidelines are followed and commitments are met.
    • Ensure compliance with all local, state, and federal laws.
    • Ensure compliance with COYFC, YFC/USA, and State of Ohio Counselor and Social Work Board policies, procedures, and standards.
    • Ensure compliance with ECFA, Guidestar, and other fundraising oversight organizations.
  • Understand and manage regulations including CARF, ODJFS, HIPAA, QRTP, YFC/USA, and ECFA.
  • Manage the implementation of Compliancy Group for Gracehaven, Wellspring, and COYFC, ensuring all tests are completed on time.
  • Understand and ensure correct usage of testing systems, training systems, and signature systems (Teachable and Docubee).
  • Train staff on compliance and policies, generate compliance reports as needed.
  • Facilitate Quarterly Quality Assurance Meetings.
• Storage and Retrieval of Documents
  • Ensure all compliance documentation is stored consistently and is easily accessible.
  • Ensure all contract documents, amendments, and related communications are stored consistently and are easily accessible.
  • Ensure storage and retrieval systems meet HIPAA requirements when applicable.
• HIPAA Compliance
  • Annually address organizational questions to maintain HIPAA compliance.
  • Ensure BAAs are established with external vendors and contractors.
  • Monitor annual HIPAA training for all staff.
  • Ensure all records requests and subpoenas are documented, communicated, and filed in a HIPAA-compliant manner.
  • Serve as the main point of contact and overseer for formal records requests.
  • Work with appropriate team members to respond to records requests legally and appropriately.
• Facilities and Compliance
  • Work with facilities to ensure contracts are tracked and up to date.
  • Participate in the Gracehaven facilities and safety committee.
  • Ensure all facilities built or modified comply with all program requirements.
• Spiritual Responsibilities
  • Participate in staff prayer meetings and contribute as appropriate.
  • Pray for and represent the beliefs and values of the faith community to contract partners and stakeholders.
  • Ensure the faith-based nature of the organization and mission is represented with clarity and integrity.
  • Ensure Biblical values of integrity, truthfulness, accountability, and compliance with legitimate authorities are lived out by COYFC and its affiliates.

Requirements

• Experience in areas of compliance including:
  • Contract Management and Execution
  • YFC USA
  • HIPAA (Health Insurance Portability and Accountability Act)
  • CARF (Commission on Accreditation of Rehabilitation)
  • QRTP Group Home (Qualified Residential Treatment Program)
  • Medicaid
  • Ohio Department of Behavioral Health (DBH, previously OhioMHAS)
• Commitment to the spiritual mission and values of COYFC and its affiliates.