Risk Management & Compliance Coordinator at White Plains Hospital – WHITE PLAINS, New York

At White Plains Hospital, you have an opportunity to work side-by-side with some of the most talented people in the world.

We have been widely recognized for our exceptional culture, world-class physicians, Magnet-designated nurses and passionate employees who make a real difference in our community. With tremendous growth opportunities, great benefits, and flexible work schedules, it is no wonder why we are consistently recognized as a Great Place to Work.

Position Summary

The Risk and Compliance Coordinator will provide operational, administrative, and analytical support to the Risk Management and Compliance functions under the direction of the AVP of Risk & Compliance or designee. The role is responsible for coordinating and maintaining risk management and compliance activities, including incident and claim tracking, investigations, data analysis, reporting, document management, and system/database maintenance. The position also serves as a resource for designated compliance, HIPAA/privacy, education, and contract management processes. This position requires consistent follow-up, attention to detail, and the ability to manage sensitive and confidential information.

Essential Functions and Responsibilities Include the Following:

Risk Management:

• Understands and adheres to the WPH Performance Standards, Policies and Behaviors.
• Serve as the designated hospital representative to accept service of legal documents and ensure timely routing to appropriate parties.
• Under the direction of AVP Risk & Compliance or designee, prepares and submits new event alerts and transmittal letters to insurance carriers related to professional and general liability events.
• Manage internal and external client relationships, including timely responses to client issues and inquiries.
• Under the direction of AVP Risk & Compliance or designee, utilize data to support business decisions and assist with updates to the organization’s Risk Management Plan. Collects, evaluates, and distributes relevant data concerning patient injuries and assists with identifying organizational risks.
• Assist with aggregate claims data summaries. Prepare quarterly trend analyses of incidents and claim profiles.
• Collaborate with the organization’s finance team for all risk management specific audit.
• Oversee and ensures all claims requests are properly and timely provided.
• Coordinate with internal departments, Information Technology, and external counsel to support document reviews, audit trails, and record requests.
• Assist with coordination, documentation, and tracking of product recalls affecting the organization.

Compliance & HIPAA Privacy:

• Prepare Imprivata (FairWarning) HIPAA alert investigation packets.
• Lead/Back-up with providing training/education at various forums such as orientation, staff meetings, etc.
• Support the Conflict-of-Interest process and database.
• Begin investigations with queries to the alleged unauthorized user and / or impacted individual(s)
• Serve as a resource for assigned contract management, compliance, HIPAA/Privacy related investigations and process to ensure continuity.
• Assist with managing the day-to-day monitoring of the Compliance Hotline, EMR monitoring application Imprivata (FairWarning).

Systems, Databases, and Tracker Management:

(Applies to both Risk Management, Compliance & HIPAA/Privacy functions)

• Maintain the accuracy and integrity of internal systems, databases, and tracking tools used for risk, claims, compliance, HIPAA, and audit activities.
• Enter, update, and validate data to ensure records are current, complete, and audit ready.
• Assist with ad hoc system updates, workflow improvements, and reporting requests.
• Troubleshoot data issues and escalate system-related concerns as appropriate
• Manage department-related administrative systems, including:
  • Kronos timekeeping database
  • Risk and Compliance intranet content and forms
  • Claims databases and legal document repositories
• Collaborate with the Security Department to manage the Risk and Security database, investigations, and related documentation.
• Demonstrate the ability to organize, prioritize, and manage multiple requests with frequently conflicting deadlines.
• Assist with ad hoc corrective action projects.

Committee, Reporting and Administrative Support

• Schedule meetings for risk and compliance-related committees as directed.
• Prepare agendas, meeting materials, minutes, reports, and control presentations.
• Track committee action items and follow up with responsible parties to ensure completion.
• Under the direction of AVP Risk & Compliance or designee will assist with developing and maintaining quarterly, monthly and annual reports related to Risk Management, Compliance & HIPAA/Privacy.
• Provide general office management and administrative support, including coordination with external counsel and internal stakeholders.

Confidentiality and Professional Standards

• Handle all sensitive, legal, risk, compliance, and HIPAA-related information with strict confidentiality.
• Adhere to organizational policies, ethical standards, and professional conduct expectations.
• Exercise discretion and sound judgment when managing sensitive matters.
• Perform all other related duties as assigned.

Education & Experience Requirements

• Bachelor’s degree in healthcare administration, Business Administration, Public Health, Risk Management or related field required.
• Paralegal Certification preferred
• Minimum 2–5 years’ experience in healthcare, business, legal preferred
• Extensive working knowledge of Microsoft Office (Word, Excel, Visio and PowerPoint).
• Working knowledge of electronic health record systems and ethics/compliance reporting system

Core Competencies

• Ability to work independently under direction and collaboratively with multiple departments
• Strong verbal and written communication skills
• Strong organizational skills and attention to detail
• Strong & articulate in Public Speaking
• Must be able to perform under pressure in fast-paced environment
• Strong data analysis skills and ability to turn data into presentable materials
• Ability to interact with all levels of leadership and staff
• Working knowledge of contract databases, electronic health record monitoring systems, and timekeeping systems a plus

Physical/Mental Demands/Requirements & Work Environment

• May be exposed to chemicals necessary to perform required tasks. Any hazardous chemicals the employee may be exposed to are listed in the hospital’s SDS (Safety Data Sheet) database and may be accessed through the hospital’s Intranet site (Employee Tools/SDS Access). A copy of the SDS database can also be found at the hospital switchboard, saved on a disc.
• Must be able to remain in a stationary position 85% of the time.
• Required to work in an office setting using office equipment (i.e., computer, video conferencing technology, fax, scanner, phone, copier)
• Occasionally, lift and move objects weighing up to 50lbs.
• Must be able to travel to various locations on campus and off (i.e., in-person education/HIPAA walk-throughs)
• Must have the ability to concentrate more than 95% of the time and with distractions.
• Must be able to read and follow written and verbal instructions with minimal supervision.
• Must be able to be innovative and creative with workflow, adapting to periods of heavy and light workloads while meeting deadlines.

Primary Population Served

Check appropriate box(s) below:

☐Neonatal (birth – 28 days)

☐Patients with exceptional communication needs

☐Infant (29 days – less than 1 year)

☐Patients with developmental delays

☐Pediatric (1 – 12 years)

☐Patients at end of life

☐Adolescent (13 – 17 years)

☐Patients under isolation precautions

☐Adult (18 – 64 years)

☐Patients with cultural needs

☐Geriatric (> 65 years)

☐All populations

☐Bariatric Patients with weight related comorbidities

☐ Non-patient care population

The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of White Plains Hospital.