Virtual Assistant – Compliance and Training Officer for a Disability Services and Support Organization in the US (Home Based Full Time)
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AI Summary
The Virtual Assistant will manage electronic filing systems, track compliance documentation, and ensure staff training records are up to date. They will also coordinate schedules and send reminders to clinical staff regarding reports and assessment deadlines.
• Maintain organized electronic filing systems and records
• Send reminder emails to QIDPs and RNs one day prior to and on the due date of quarterly and court reports for persons supported
• Verify that court and quarterly reports have been emailed to the persons support team and compliance
• Send monthly reminder emails to QIDPs and RNs for quarterly and court reports for persons supported
• Send monthly reminder emails to consultants for clinical quarterly assessment due for persons supported
• Verify and ensure clinical quarterly assessments have been email to compliance
• Update staff training dates for Phase III & Phase IV on Paychex platform
• Ensure that all Phase I, III, and IV staff records are current and properly maintained in individual staff folders on SharePoint.
• Ensure all Phase II trainings for persons supported are current and properly maintained in individual persons folder on SharePoint.
• Submit documentation requests to IMC as needed.
• Monitor and track expiration dates for employee personnel documentation and notify respective supervisors of upcoming renewals and expiring documents
• Ensure all staff personnel documentation is updated promptly on the Paychex platform and uploaded into individual staff folders on SharePoint
• Monitor expiration dates for clinicians’ licenses, certifications, and required training, and request updated documentation for upload to SharePoint
• Help ensure forms, policies, and procedures are updated and properly distributed
• Schedule employee trainings, orientations, and refresher courses as needed per DDS
• Send reminder emails to house managers for Keylogs and they ensure are submitted and saved on SharePoint
• Maintain and update training attendance records and completion dates
• Update Staff tracking sheets with new hires, transfers and separation
• Communicate with house Managers and QIDP & RN regarding missing documentation or overdue training deliverables
• Maintain spreadsheets, track completion and outstanding deliverables for all QIDP and RN documentation
• Maintain secure storage and proper management of confidential compliance records and documentation in SharePoint.
• Maintain accuracy of employee data and compliance files
• Support onboarding and offboarding compliance processes
• Perform other administrative duties assigned by the Compliance and Training department as needed
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