Compliance & Administrative Support Specialist

The Compliance & Administrative Support Specialist is responsible for organizing, maintaining, and monitoring all client records and administrative documentation. This position works closely with the Administrative Team to ensure that all required documentation is complete, accurate, updated, and compliant with DBHDS, Medicaid Waiver, HIPAA, and company policies.

This position plays a key role in maintaining organized files, tracking required signatures and documentation, organizing company files and records, and supporting overall compliance readiness for audits and licensing reviews.

Client Records & File Management

Set up and maintain individual client records and books.

Ensure all required admission and ongoing documentation is received, organized, and filed properly.

Audit client files routinely to ensure completeness and compliance.

Maintain active and discharged files according to company policy and DBHDS requirements.

Ensure all records are securely maintained and confidentiality standards are followed.

Compliance & Documentation Tracking

Track and monitor required signatures for ISPs, quarterly reviews, consent forms, releases, and other required documentation.

Monitor deadlines for assessments, annual paperwork, reviews, and service authorizations.

Follow up with team members and families regarding missing documentation.

Prepare files for audits, licensing visits, and quality assurance reviews.

Administrative Support

Work collaboratively with the leadership team.

Assist with scanning, uploading, copying, and organizing documents.

Maintain tracking systems and spreadsheets for compliance items.

Assist with administrative projects and office organization as needed.

Confidentiality & Security

Maintain HIPAA compliance and confidentiality of all client records and information.

Ensure records are handled, transported, and stored securely according to agency policy.

Report any documentation concerns or compliance risks immediately to leadership.

Qualifications

Experience in healthcare administration, human services, medical records, case management support, or compliance preferred.

Experience working with DBHDS, Medicaid Waiver services, or developmental disability services preferred.

Strong organizational and multitasking skills.

Strong attention to detail and ability to meet deadlines.

Proficiency with Microsoft Office, Google Workspace, and electronic record systems.

Ability to communicate professionally with staff, families, and outside agencies.

Ability to maintain strict confidentiality.

Preferred Skills

Knowledge of Medicaid Waiver documentation requirements.

Familiarity electronic documentation systems.

Experience preparing records for audits or licensing reviews.

Ability to work independently while functioning as part of a team.