Service Administrator

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Career Details:

Position Summary: Responsible for managing the administrative functions of the Individual Support Plan (ISP) across all group home programs. This position works in collaboration with program staff to coordinate and facilitate planning meetings, create and update ISP related documents, train staff on supports outlined in ISP, and submit and maintain ISP and resident-related information in a variety of online platforms, maintain attendance tracking and submit and reconcile Medicaid claims in a variety of online platforms.

Essential Functions:

· Coordinate with House Managers to ensure that annual ISP planning meetings are scheduled in suitable time frame with appropriate attendees

· Facilitate annual planning meetings, conduct individual assessments, administer annual consents, and document meeting discussions in case note maintained in the individual’s electronic file

· Visit group home sites at least once weekly to perform training, obtain relevant information for Part V and quarterlies, ensure necessary documentation is completed, and become familiar with resident needs and supports

· Write ISP Part V support instructions and create relevant care protocols annually in accordance with discussions from the annual planning meeting. Create calendar of supports reflecting typical schedule of the individual and supports provided

· Research, write, and submit Quarterly Person-Centered Reviews for each group home resident with input from program staff and review of individual’s electronic record

· Update the Part V, protocols, and calendar of supports as needed throughout the plan year upon notification of change in an individual’s needs

· Provide training for program staff on the support needs and protocols of each group home resident after annual ISP approval and after any updates are made

· Collaborate with Operations Director and Regional Program Managers to facilitate intake and admission of new residents, including facilitating planning meeting, creating and submitting service authorization, Part V, and protocols

· Assist with data entry to accurately maintain individual demographic and record information in Therap and Group Home Shared Drive for new and existing residents

· Complete all data entry into WaMS system including submitting service authorizations, entering annual Part V plans and updates, submitting calendar of supports, and submitting quarterly reports

· Ensure the resident support team is submitting needed documents such as assessments and critical notes by required deadlines

· Maintain internal tracking documents for billing and compliance such as ISP renewal dates, service authorization records, and quarterly PCR due dates

· Oversee accurate tracking of service attendance for the purposes of billing

· Conduct routine Medicaid billing, resolve billing discrepancies, and troubleshoot any issues

· Perform other duties as assigned

Requirements:

Education and Experience:

· Bachelor’s degree in Human Services or related field required

· Minimum of 3 years related experience; or an equivalent combination of education, training, and experience.

· Experience utilizing electronic client record-keeping systems

· Experience in clinical documentation

· Case management experience (preferred)

Qualifications and Expectations:

· Must model Heart Havens’ mission and values in daily actions and leadership

· Valid Virginia driver’s license

· Regularly work with staff at group home locations to ensure effective communication and understanding among all parties

· Must adhere to the company’s hybrid work policy and visit program sites at least one day per week

· 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

· Exceptional writing skills

· High level of organization and time management

· Ability to establish priorities and carry out activities accordingly

· Ability to work independently with minimal supervision

· Strong interpersonal skills to collaborate with team members and interact with residents, families, and external stakeholders

· Proficient in utilizing electronic client record-keeping systems (internal and external)

· Highly proficient in Microsoft Word and Excel; comfortable using technology for communication, data analysis, and reporting.

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 group home sites

· May require driving up to 8 hours

Annual Salary: 60,000-75,000