Quality Assurance Coordinator (2018-76) - Behavioral Health Clinical Records

Company: Catholic Charities of Santa Clara County
Location: San Jose, CA
Status: Full Time

Under the supervision of the Quality Assurance Manager, the Quality Assurance Coordinator is responsible for the compliance monitoring of behavioral health contract and grant awards and activities to ensure that funds are expended timely and appropriately and that all terms of funding are met. The Quality Assurance Coordinator will be the liaison between the Compliance Department and the Behavioral Health Division and/or Program performing work under the award for performance matters and, in partnership with project directors, will monitor compliance with all contractual terms and conditions specified by the awarding agency and as described in related OMB Circulars and the Code of Federal Regulations as applicable. The Quality Assurance Coordinator will work closely with the fiscal and behavioral health management teams to assist in providing training, technical assistance, and support to program staff to aid in effective and appropriate expenditure of grant funds and effective project management as well as assist in maintaining the Compliance Department’s Contracts & Grants Tracking Database.
Primary Areas of Responsibilities

* Under the direction of the Quality Assurance Manager, and in consultation with CCSCC program and fiscal staff, develops, implements, and evaluates all behavioral health grant and contract management processes for CCSCC, including pre- and post-award administration related to programmatic and fiscal compliance.
* Maintains the Contracts & Grants Tracking Database for all executed behavioral health contracts and grant agreements.
* Assists with the coordination and/or facilitation of trainings for CCSCC staff associated with behavioral health contract and grant implementation, management and/or reporting on compliance-related procedures and internal controls.
* Conducts quarterly internal audits to monitor the agency’s compliance with all behavioral health contracts and grants requirements and provides recommendations to CCSCC staff regarding the development of corrective action plans through the provision of quantitative and qualitative summary reports to staff on all contracts and grants audited.
* In partnership with CCSCC program and fiscal staff, assists in developing strategies to resolve problems that affect the performance of all behavioral health grants, contracts and cooperative agreements identified during an external contract or grant monitoring visit or the year-end fiscal audit.


Essential Job Responsibilities & Duties

Grant Administration & Compliance:
* Monitors the internal control procedures related to behavioral health contracts and grants administration to ensure compliance with all funder requirements and governing regulations.
* Monitors the effectiveness of administrative systems utilized by the agency to comply with the terms and conditions of all behavioral health government grants, contracts and cooperative agreements.
* Assists in the review of behavioral health grants, contracts and cooperative agreements and any associated amendments to negotiate terms and conditions, as needed.
* Participates in the contract review process to assist CCSCC staff in determining if the agency has the ability to be in compliance with contractual requirements.
* Attends post-award meetings with funders and/or CCSCC staff regarding contractual requirements, as needed.
* Monitors post-award compliance of assigned behavioral health grants, i.e. OMB Circulars, agency policies and procedures, program-specific regulations, procurement regulations, annual program or single audit requirements, contract compliance, obtaining approvals for revisions, etc.
* Conducts quarterly internal audits to monitor the agency’s compliance with all behavioral health contracts and grants requirements and provides recommendations to CCSCC staff regarding the development of corrective action plans through the provision of quantitative and qualitative summary reports to staff on all contracts and grants audited.
* Assists with providing fiscal compliance oversight to CCSCC grant accountants to ensure that accounting and fiscal reporting processes capture required information and that all requests for reimbursements are in compliance with funders’ requirements and governing regulations.
* Participates in the proposal review process for behavioral health proposal submissions, requests for extensions and/or revisions to all grants, contracts and cooperative agreements, as needed, to ensure the accuracy, consistency, completeness and compliance with funder’s requirements.
* In partnership with CCSCC program and fiscal staff, assists in developing strategies to resolve problems that affect the performance of all behavioral health grants, contracts and cooperative agreements identified during an external contract or grant monitoring visit or the year-end fiscal audit.
* In partnership with CCSCC program and fiscal staff, monitors closeout compliance of assigned behavioral health grants, i.e. final reports, project evaluation, audits, refunds of unobligated cash, etc.
* Researches federal regulations and other funding requirements and provides guidance to CCSCC staff to ensure compliance.
* Assists with the coordination and/or facilitation of trainings for CCSCC staff associated with behavioral health contract and grant implementation, management and/or reporting on compliance-related procedures and internal controls.
* Assists with providing fiscal compliance oversight to CCSCC grant accountants to ensure that accounting and fiscal reporting processes capture required information and that all requests for reimbursements are in compliance with funders’ requirements and governing regulations.
* Assists with the coordination and/or facilitation of trainings for CCSCC staff in the area of sub-grantee/subcontractor monitoring to ensure that processes, procedures and controls are adequate and in compliance with the funder’s requirements.


Contract Management:
* Maintains the Compliance Department’s Contracts & Grants Tracking Database for all executed behavioral health contracts and grant agreements.
* Participates in the subcontract review process to ensure behavioral health sub-grant awards and subcontract agreements are developed in compliance with the funder’s requirements prior to the execution and/or revision of such agreements.
* Participates in the subcontract review process to provide technical assistance related to regulatory compliance to CCSCC staff responsible for the preparation of behavioral health contractual documents.
* Ensures that grant funds paying for behavioral health sub-contract deliverables are dispensed in compliance with funders’ requirements and governing regulations as well as in accordance with the intent of the competitive bidding process through which each contract was selected.
* Conducts quarterly audits of behavioral health subcontractors to ensure services are being provided in accordance with the subcontract agreement and that required invoices and reports are being submitted in compliance with the subcontract agreement or funders’ requirements.
* Conducts compliance monitoring of behavioral health subcontractor payments made from grant-funded programs to ensure payments are in compliance with the subcontract agreement and/or funders’ requirements.
Qualifications & Experience
* BS/BA degree in public administration, public health, social services or human services with at least one (1) year of experience in contract/grant compliance, program evaluation, quality improvement or process improvement. Master’s Degree in public administration, public health or human services is highly desired. 
* At least three (3) years of demonstrated experience in contract/grant compliance, program evaluation, quality improvement, or process improvement is required in lieu of education.
* At least one (1) year of demonstrated experience in reviewing Medi-Cal billing and client files for a non-profit social services or mental health agency is highly desired, but not required.
* One (1) year of data management and statistical experience is also desirable, but not required.
* Demonstrated ability to learn regulatory, funder, HIPAA and contract requirements and then train staff on compliance requirements either one-on-one or in a group setting. 
* Organized, able to analyze data, and demonstrated ability to write concise reports using Microsoft Word and/or Excel.
* Dedication to high quality record keeping, along with the ability to analyze and evaluate files and determine necessary steps for corrective action.
* Ability to manage time effectively and multi-task with the ability to stay highly organized.
* Strong ability to work independently as well as with a team.
* Excellent communication and interpersonal skills required.
* Strong writing skills with the ability to proof read and edit.

Brooke Norgrove