Arc of Onondaga
  • Syracuse, NY, USA
  • Full Time

Records Coordinator/Auditor

Full-time Opening

The Records Coordinator/Auditor serves as the administrator for electronic system applications for individuals receiving services to ensure proper implementation and regulatory compliance with each module. This individual oversees implementation of new modules within systems, including set-up, training and implementation.  Responsibilities include oversight of electronic record system training, including orientation, remedial and new modules.  This individual is responsible for development of User Manuals as well as coordinating manuals with agency and divisional policies and procedures.  This individual is also responsible for coordination of various electronic records systems utilized by the agency. This individual is also responsible for oversight of agency-wide record retention system.  This position assists in ensuring that both electronic and paper records are maintained in compliance with all regulations. 

Requirements

  1. Serves as a primary administrator for electronic records systems, including but not limited to assisting with managing user accounts, including staff, regulatory agencies and family/guardian accounts, ensuring individual enrollment into necessary programs, ensuring integrity through role privileges and creating and maintaining programs, sites and caseloads.
  2. Responsible to lead any new module and implementation process for new application releases of utilized electronic record systems including, but not limited to, creating pilot groups, training manuals, etc.
  3. Coordinates navigation through new modules to create and provide training materials such as user guides.
  4. Acts as agency liaison with Customer Support Services to ensure continued open communication including communicating changes to agency staff.
  5. Chairs committee meetings, including sub-committee meetings and maintains minutes of same.
  6. Under the direction of the Associate Executive Director of Quality and Compliance, develops, provides and/or coordinates training for electronic records systems including, but not limited to, new employees, remedial training for staff users, agency/departmental/super role training.
  7. Assists in the development of policies and procedures for electronic records systems applications on both an agency-wide and departmental level, ensuring coordination between the two.
  8. Represents and/or presents the agency at public meetings, conferences and committees in regards to electronic records systems as needed or as assigned.
  9. Oversees coordination/interface of electronic record-keeping systems, i.e. Therap, IRMA, CHOICES. Facilitates user access and provides training as needed.
  10. Completes audits within electronic records system to ensure regulatory compliance and compliance with agency/divisional policies, including audits of use of system and contents of system. Assists in completion of compliance claim audits.
  11. Participates in other agency internal audits, primarily of non-program areas, as requested or assigned.
  12. Responsible for oversight of agency-wide record retention system, including serving as primary contact with external storage company. Works closely with agency staff to ensure records are stored in an appropriate manner and maintains database of all records maintained off-site.
  13. Assists Associate Executive Director of Quality and Compliance in oversight of compliance work plan and agency self-survey activities, including claim audits, file reviews and site surveys, through maintaining database of audit results, site surveys and monitoring implementation of divisional corrective action plans.
  14. Supports the goals and mission of Arc of Onondaga County. Ensures that all communications and personal performance reflect the Agency's commitment to teamwork, compliance with policies and procedures and respect for consumers and staff.
  15. Obtains the computer and office technology expertise that is required to fulfill job responsibilities and assignments.
  16. Conducts all agency business and completes job responsibilities in accordance with Agency Code of Conduct and Corporate Compliance Plan.
  17. Attends and participates in required Arc meetings, staff development and training programs.
  18. Establishes and provides clear and legible documentation and compliance records required by Arc and other government agencies.
  19. Provides other job-related support and services as required or assigned by management.

Note Requirements 1 -13 are Essential Job Requirement

Education & Experience Requirements

  • Associates Degree in a job related area.
  • Comprehensive knowledge of computer programs. Must have a thorough knowledge of electronic records systems and/or demonstrated willingness to learn.
  • At least three years of related experience.
  • Combination of education and experience which, in the judgement of the employer, equals above standards.

 

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Arc of Onondaga
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