Quality and Compliance Assistant - Hybrid Position at Heart Havens Inc – Richmond, Virginia

Reports to: Quality and Compliance Director FLSA Status: Exempt

Position(s) Supervised: N/A

Position Summary: The primary responsibility of the Quality and Compliance Assistant is to provide evaluation of quality standards to programs that serve individuals with developmental disabilities and to ensure that these services are aligned with Heart Havens’ mission and values. The Quality and Compliance Assistant is responsible for identifying and monitoring service quality for Heart Havens’ operations, supporting training efforts related to quality standards and compliance, and completing routine reports to ensure compliance with daily operations specified in company policies and procedures.

Essential Functions:

• Collaborates with the Quality and Compliance Director, operations, team, and quality improvement committee to support quality improvement efforts and implement agreed-upon action plans, ensuring routine quality activities align with organizational and leadership expectations.
• Supports the Quality and Compliance Director in the organization’s risk management functions, including reviewing incident management activities, monitoring completion of required follow-up actions, and assisting with investigations as appropriate to the role.
• Participates in the quality improvement committee on a quarterly basis, examining incidents, identified risks, and opportunities for improvement.
• Takes meeting minutes as needed for QI committee meetings and department meetings as needed.
• Conducts weekly reviews of ISP notes to monitor for completeness and quality of documentation, bringing identified issues to management for correction and resubmission.
• Supports strong internal controls and accurate documentation related to billing, in alignment with requirements for independent and government audits.
• Monitors client electronic records as directed by the Quality and Compliance Director and elevates findings of concern or notability promptly to appropriate personnel.
• Completes root cause analyses for Level 2 incidents, in collaboration with the Quality and Compliance Director as needed.
• Supports organizational compliance with emergency preparedness procedures, including maintaining current evacuation maps for each program site.
• Assists the Quality and Compliance Director with quality initiatives, including satisfaction surveys and systemic risk assessments.
• Supports the Quality and Compliance Director and collaborates with departmental leadership to develop training materials and conduct training related to quality standards, compliance expectations, and organizational processes.
• Serves as a Serious Incident Reporter in DBHDS’s CHRIS system and maintains required training related to serious incident reporting guidelines.
• Maintains records and files for CHRIS reports, corrective action plans, and other documentation as assigned within the Quality and Compliance Department.
• Responds to individual and program site emergencies, as needed and appropriate to the role.
• Performs other duties as assigned.

Minimum Education and Experience:

• Bachelor’s degree in Human Services or related field
• Minimum of two years related experience; or an equivalent combination of education, training, and experience.?

Qualifications and Expectations:?

• Must model Heart Havens’ mission and values in daily actions and leadership?
• Valid Virginia driver’s license?
• Adhere to the company’s hybrid work policy and frequent visits to program sites as needed, typically 1 time per week.
• Ability to work independently with minimal supervision
• This role will perform duties primarily during standard business hours. However, due to the nature of the role, occasional work outside of these hours may be required, including evenings, weekends, to meet operation needs, project deadlines, or client requirements. The employee will be provided reasonable notice whenever possible and will be authorized to flex their schedule in accordance with company policy.

Required Knowledge, Skills, and Abilities:

• Strong analytical skills.
• Superior interpersonal, oral, and written communication skills.
• Strong technical skills.
• Ability to establish priorities and carry out activities accordingly.?
• Reliable in meeting deadlines and consistently producing high-quality deliverables.
• Skilled in organizing and facilitating meetings that drive action and foster collaboration?
• High proficiency in Microsoft Word and Excel; comfortable using technology for communication, data analysis, and reporting.?
• Must be able to complete and maintain training regarding risk management, conducting investigations, root cause analysis, and the use of data to identify trends and potential risk.?
• Must maintain required certifications: Therapeutic Options, Medication Administration, and First Aid/CPR/AED.?

Physical Demands

• Ability to remain in a stationary position, particularly, but not limited to, at a computer or in meetings for an extended period of time
• Long-term visual review of electronic documents and data?
• Frequent repetitive use of hands/arms for computer use?
• Frequent communication: in-person, phone and electronic?
• Frequent travel throughout the state to program sites as needed, typically 1 time per week
• May require driving up to 8 hours???