Recovery and Wellness Quality Assurance Specialist at LA FAMILIA

Description

Except in the case of an undue hardship, La Familia provides reasonable accommodations to persons with disabilities when the accommodations are necessary to enable the persons to perform the essential functions of the job. The Agency also provides reasonable accommodations when necessary based on religious needs. Individuals requiring workplace accommodations must discuss their needs with La Familia Human Resources. Individuals seeking accommodations for disabilities are typically required to provide medical documentation supporting the existence of a disability, the need for the accommodation, and what workplace modifications will enable the employee to perform the essential functions of the job.

POSITION OVERVIEW:

We are currently seeking a qualified candidate for the Quality Assurance Specialist position, with a specialty in substance abuse services. 

The Quality Assurance Specialist reports to the Quality Assurance Supervisor, collaborates closely with the Chief Clinical Officer (CCO) and the Chief Recovery & Wellness Officer (CRWO), and supports the strategic goals of the Quality Assurance Department, focusing on documentation training and chart review to ensure compliance with all required practices. Endeavors to maintain a high level of staff performance and staff training in the following areas: client and service documentation, quality care, HIPAA, and contract/audit compliance. This role will uphold and champion the agency’s mission, vision, and values and contribute to a collaborative and inclusive work culture.

Essential Job Functions and Responsibilities: 

Administration

• Collaborates with CCO and CRWO on special projects and assignments as indicated with QA Supervisor.
• Hosts drop in/ office hours for staff 
• Responds to email, Slack, and phone inquiries efficiently
• Attends all Quality Assurance (QA) brown bag meetings with Alameda County Behavioral Health Department (ACBHD) and shares notes with QA Supervisor, CCO, and CRWO as indicated. 

Documentation:

• Provides clinical documentation training and support on best practices, aligning with agency policy and procedures, laws, and other relevant regulations applicable to behavioral health practice within the organization. 
• Provides ongoing review of clinical documentation training and updates materials as informed by county notices.
• Provides feedback and training to staff on areas of challenge related to clinical documentation.
• Conducts Utilization Reviews, chart audits; ensures that revenue-generating activities are properly reported; provides Program Directors/Supervisors with recommendations to improve processes in collaboration with HR and leaders.
• Processes documentation as asked by the Quality Assurance Supervisor related to county requests, directly or indirectly (through staff request)

Audits and Policies:

• Responsible for leading and/or collaborating during audit processes, including being on-site when records are moved or inspected by people outside of La Familia 
• Conducts monthly CQRT processes for chart audits and monitoring, both virtually and in person, as assigned.
• Monitors and tracks trends and patterns rising from CQRT processes from the Recovery & Wellness Department and supports the QA Supervisor in planning continuous quality improvement. 
• Supports Quality Assurance Supervisor in upholding and updating agency policies and procedures to ensure alignment with current county compliance and best practices for client care.
• Supports Quality Assurance Supervisor in their capacity as the agency’s HIPAA Privacy Officer. May include revising HIPAA policies and/or providing staff training and consultation on HIPAA-related matters
• Develop and implement policies and programs at the programmatic and departmental levels that promote equity and inclusion, reducing disparities, with an emphasis on integrating the voices of clients with lived experience.
• Conducts database training on best practices regarding documentation policies and procedures. 
• Assists Program Supervisors/Directors with data collection and other activities related to reporting and program outcomes.
• Assisting the QA Supervisor in fielding and tracking ACBHD MEMOs about changes and disseminating information to relevant department staff. 

Records and Certification:

• Supports activities related to agency accreditation. 
• Responsible for SUD staff certification compliance.
• Maintain credentialing database (CAQH, License/Certification tracking, etc.)
• Tracks and audits credential expiration dates, sending reminders 120 and 60 days before expiration to employees.
• Consistently adhere to follow-up communication standards to ensure the timely completion of credentialing and remain up-to-date with credentialing requirements.
• Oversees client records system, including archiving and records request processes. 
• Effectively utilizes communication systems to coordinate with multiple stakeholders, including clinicians, supervisors, and other staff, to achieve the objectives of the Quality Assurance Department.

Staff Supervision: 

• Maintains a harmonious working environment during the review of staff work and upon feedback to staff regarding corrections and action needed
• Follows up with staff regarding outstanding audit or documentation items, both in writing and through the use of phone, Slack, in meetings via Zoom, and in person, with respect and clarity of task at hand
• Due to the close nature of work with staff, confidentiality is upheld, and any items not pertinent to the QA role are reported to the QA Supervisor and HR. 
•  Provide guidance and support to assigned programs.
• Set clear expectations, delegate tasks effectively, and monitor staff performance.
• Foster a positive, respectful, and inclusive work environment aligned with organizational values.
• Conduct regular meetings, check-ins, and coaching sessions to ensure effective communication and collaboration.
• Address performance concerns promptly, documenting and escalating issues when necessary.

Other 

• Attend trainings and participate in events relevant to key responsibilities.
• Track and regularly report on key metrics for the responsible function areas
• Leads and collaborates on special projects related to agency objectives as appropriate 

Qualifications

QUALIFICATIONS & EXPERIENCE:

• Bachelor's Degree in Applied Science, Sociology, Psychology, Business, or an adjacent degree  
• Certified in Substance Use Disorder; highly preferred
• Experience with Medi-Cal documentation (Specialty Mental Health and/or Drug Medi-Cal Organized Delivery System), data reporting, and customer service. Audit and confidential file experience required. 
• Experience with Substance Use Treatment and documentation.
• Language skills that include the ability to read, analyze, and interpret complex compliance and regulation guidelines. 
• Experience in non-profit and community-based organizations preferred.
• Demonstrates and models excellent “customer service” orientation and ability to work with diverse populations.
•  Exercises extreme discretion with the ability to hold, balance, and transmit public and confidential information needed by various parties.
•  Proficient in MS Office and Google Workspace products.
•  Valid CA Driver’s license required.
  • Auto insurance: If your vehicle is used for business-related purposes, it is recommended that you inform your auto insurance carrier.   

OTHER RESPONSIBILITIES:

• Demonstrates cultural awareness and provides respectful, client-centered care.
• Maintains knowledge of community resources for client referrals
• Attend work regularly, adhering to policies on absences and tardiness.
• Understands and applies legal requirements, including confidentiality and risk management.

Timekeeping & Attendance Responsibilities

• Accurately record work hours each day by clocking in/out at scheduled start, break, lunch, and end times.
• Take all required meal and rest breaks in compliance with state, federal, and agency policies.
• Review and submit timesheets by established deadlines to ensure timely payroll processing.
• Notify supervisor promptly of any scheduling conflicts, absences, tardiness, or timekeeping issues.
• Maintain consistent and reliable attendance to support team and program operations.
• Follow organizational policies and procedures related to overtime, schedule changes, and paid/unpaid leave.
• Correct and/or report any timekeeping discrepancies immediately to the supervisor for resolution.

TEAM COMMITMENT:

• Viewed by others as an effective team member who is flexible, cooperative, and willing to assist others, and acts as a resource to team members and clients, where appropriate.
• Handles difficult or conflict situations constructively and seeks appropriate assistance.
•  Accepts accountability and constructive feedback.
• Attends all mandatory meetings and staff meetings as required, and actively participates in other departmental professional development, including providing training and consultation.
• Develops and maintains cooperative and courteous relationships with fellow employees, supervisors, managers in other departments, senior management, executive staff, and community stakeholders.
• Handles requests, suggestions, and complaints from other departments and individuals in a tactful and effective manner to maintain goodwill within the agency. 

WORKING CONDITIONS and JOB SETTING:

• Ability to occasionally or frequently stand, walk, sit, and reach with hands and arms above the shoulders 
• While performing the duties of this job, the employee is routinely required to sit, walk, talk, and hear; use hands to keyboard, fingers to handle and feel; stoop, kneel, crouch, twist, crawl, reach, and stretch.
•  The employee is occasionally required to move around the office.
• Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus
• May require travel, dependent on agency needs
• Can work under deadlines
• Performing general physical activities such as picking up, moving, and using objects, tools, or controls. 
• The noise level in the work environment is usually low to moderate.

Physical Requirements

• Ability to safely operate a motor vehicle
• Ability to push, pull, and lift up to 50 pounds on a frequent basis.
• Ability to stand, move from one location to another, on a daily basis.
• Ability to sit for prolonged periods of time
•  Ability to visually focus on near and far items, and to be able to switch in between them.
• Ability to reliably report to work on time and perform the position's required tasks as scheduled
• Ability to grasp and carry items. 
• Ability to hear and effectively communicate with co-workers, clients, and the public
• Ability to identify potential issues within the workplace, determine an appropriate means of avoiding and/or resolving the issues, work with others to address the issues, and carry out organized strategies for resolving and preventing similar issues in the future
• Ability to process information and data for use within the organization

BENEFITS:

• Excellent Health benefits package for you and your family, including:
  • Medical, dental, and vision benefits with 95% employee and 80% dependent employer premium contributions, and employer-paid life insurance.

• Vacation, 15 paid holidays, 12 paid sick days upon accrual
• Employee Assistance Plan to support your and your family’s well-being and finances
• Pet Plan Benefit:
  • PetPlus Product and Prescription Discounts, Pet Assure Veterinary Discounts, AskVet 24/7 Pet Telehealth, and ThePetTag Lost Pet Recovery Service
• 403(b) retirement plan
• Work-life wellbeing & excellent work hours
  • La Familia understands the importance of work-life balance! Our therapists enjoy flexible scheduling options, including hybrid work arrangements, to ensure high-quality client care while maintaining their well-being.
• License and Certification renewals reimbursed.
• Supportive/Collaborative work environment
• Opportunities for Growth and Professional Development
  • We believe in growing together. As a team member, you’ll have access to structured mentorship and ongoing training. Whether you’re pursuing licensure or looking to specialize in clinical psychology, we support your growth every step of the way.