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The Administrative Early Childhood Developmental Specialist (ECDS)/Compliance Specialist position will assume complete responsibility for the classrooms, including supervision of all Lead Teachers, Classroom Technicians, and Lead Teacher/ECDSs working in the classrooms. The Admin ECDS is responsible for ensuring all required classroom documentation, including the annual Individualized Treatment Plan, is timely and accurate. This position will ensure the appropriate developmental testing is completed on all new/potential patients and annually for enrolled patients. This position will also ensure appropriate habilitation services in areas of cognition, communication, social/emotional, motor and adaptive skills; or to reinforce skills learned and practiced in occupational, physical, and/or speech therapy. The Admin ECDS will assist in hiring and training new classroom staff, along with mentoring existing classroom staff. The Admin ECDS must exhibit good communication skills, leadership skills, and be able to problem solve with minimum supervision.
This position will also work with the Patient Care Coordinator and other administrative staff to oversee and monitor all aspects of coordinating patient care, including maintaining all documentation while the patient is enrolled in the Center. This position will acquire approval for treatment and act as the Privacy Officer.
Summary of essential job functions
- Follow Arkids Pediatric Day Centers’ Employee Handbook, Management Policies and Procedures Manual, and Medical Policies & Procedures Manual
- Ensure all policies and procedures are implemented by staff members, maintaining compliance at all times with all regulations determined by regulatory agencies
- Maintain standards set forth by Arkansas Minimum Licensing, Division of Provider Services and Quality Assurance (DPSQA), Medicaid, Arkansas Department of Health, and all other regulatory agencies
- Develop lesson plans and distribute them to the classrooms a month in advance, and reviews them with the classroom staff
- Ensures the Tally Sheets are being completed as scheduled and checked for accuracy on Monday for the previous week, but a minimum of monthly
- Develop an Individualized Treatment Plan (ITP) for each EIDT patient within 1 week of enrollment and annually thereafter and distributes them to classroom staff as appropriate
- Update treatment plans, goals and objectives and distribute to classroom staff as appropriate
- Schedule and coordinate ITP meetings at a minimum of annually
- Programmatic management/supervision of the educational classrooms and classroom staff as it relates to implementation of each patient’s ITP
- Assists with day-to-day staffing needs and ensure appropriate supervision and adult-to-child ratios are maintained at all times
- Will assume the role of direct service provider when necessary and ensure continual supervision of children assigned to his/her care while promoting a safe, healthy environment and positive emotional climate for the classroom
- Ensure the approved developmental assessment is administered within 48 hours of being notified of a ‘refer’ on the developmental screening and annually thereafter
- Will maintain a tracker of all required documentation, updating it a minimum of weekly & submitting it to the Center Director at the end of the day each Friday
- Review classroom billing daily to ensure accuracy and completion, with hard closeout deadlines for corrections and final submissions of Wednesday at 11:00am (for F/M/T) and Friday at 11:00am (for W/Th), signing & dating classroom rosters upon review
- Responsible for ensuring all required classroom documentation is timely and accurate, including all classrooms being ‘locked’ in the billing system
- Provide guidance and supervision of classroom planning and activities
- Maintain the organization of all classroom supplies
- Develop and monitor a list of classroom supplies and submits a monthly supply request to the Center Director by the 3rd week of the month, including item numbers, if applicable
- Maintain open communication with parents/guardians, families, visitors, all Arkids Pediatric Day Centers’ staff, and contract staff
- Maintain confidentiality of patients and staff at all times
- Complete a monthly newsletter for staff and parents/guardians
- Complete a monthly activity calendar for staff and parents/guardians and send it out the last week of the month for the new month
- Maintain familiarity with health and safety guidelines, including standard precautions and daily operating procedures
- Immediately report any information regarding health and safety concerns to the Center Nurse and/or Center Director, or designee
- Ensure children are signed in/out of the classroom by the appropriate staff or by those designated on the pick-up list
- Display concerns for the rights of patients and families served by the Center
- Create a clean, safe, healthy and sanitary learning environment
- Review Daily Classroom Checklists for each classroom weekly
- Complete Classroom Observations on each classroom monthly
- Attend and actively participate in weekly Administrative Meetings with agenda items/updates submitted to the Center Director the day before the scheduled meeting (unless otherwise specified)
- Lead and/or actively participate in classroom staff meetings at a minimum of quarterly with agendas approved in advance by the Center Director
- Attend and actively participate in job-related functions
- Represent the program to parents/guardian, visitors and the public in a positive way
- Act as the liaison for the public school system to ensure a smooth transition for those graduating and transitioning to kindergarten
- Act as the liaison for any conferences with the local Co-Ops & public schools
- Assist the Center Director with hiring and training new classroom staff
- Assist the Center Director with training and mentoring existing classroom staff, ensuring they meet the minimum of 15 hours annually of approved PDR trainings
- Assist the Center Director in issuing disciplinary action to classroom staff
- Monitor the attendance of the classroom staff, noting call-ins, unapproved late arrivals, and early departures in the Attendance Tracker Binder
- Assume responsibility for the entire Center and staff in the absence of the Center Director
- Assist in unloading/loading the vans
- Must foster a good working relationship with the transportation vendor(s)
- Perform some housekeeping/janitorial functions as needed
- Other duties as assigned
- Submit any required authorizations or extension of benefits (EOB) to EQHealth (or other gatekeeper to Medicaid)
- Manage all EQHealth (or other gatekeeper to Medicaid) denials and appeals
- Receive all therapy evaluations and monitor all re-evaluations, ensuring copies of evaluations are forwarded to parents/guardians and PCPs when completed
- Maintain a list of upcoming re-evaluations as a double-check system and submit it to the therapists the month before it is due
- Maintain a tracking system on each patient that monitors/tracks all EIDT, EQHealth (or other gatekeeper to Medicaid), DMS-640, and any other enrollment items
- Submit for new DMS-640s 1 month prior to the expiration date on all patients or the same day of a new evaluation if the prescribed minutes change
- Manage the storage system for patient medical records and other documentation
- Assist with managing the thinning of all active patient charts, as needed
- Create a hard chart on each patient within 1 week of enrollment
- Complete chart reviews on all patients after 2 weeks of enrollment and every 90 days thereafter, including 10% in discharge patients
- Issue deficiency sheets, as needed, and ensures all corrections are completed by the responsible individual within 72 hours, as indicated by their signature
- Initiate and manage the discharge process for all patients discharged from the Center, ensuring all required notifications are sent out appropriately
- Openly communicate with the Center Director and/or Program Administrator before beginning the process of discharging any patient
- If a patient still qualifies for any therapy, the Compliance Specialist will ensure a therapist from that discipline(s) has spoken with the parent/guardian in an effort to transition the patient from the EIDT program to the Outpatient program
- Act as the Privacy Officer within the Center by ensuring confidentiality of each patient and responds to internal and external requests for information
- Actively participate in weekly Administrative Meetings
- Update their sections of the Administrative Meeting Agenda and submits it to the Center Director the day before the scheduled meeting (unless otherwise specified)
- Assist with the intake process and coordinating of admissions, as needed
- Assist with monitoring the daily attendance and follow up on absences, as needed
- Search by the patients’ names before you create a new profile, they may already be in the system
- Ensure all profile information is accurate and up to date on all new patients
- Update Patient Frequency for therapy immediately when the new prescription to treat is received
- Close out customers when switch from contingency to EIDT
- Monitor and update the Unbillable Tab a minimum of weekly
- Review the New Customer Report a minimum of weekly to ensure the contingency customers and the Arkids/EIDT customers are changed over and correct
- Ensure DNQ is marked/unmarked as appropriate, along with the billing dates
- Review the Patient Profile to ensure it is accurate and current
- Ensure completion of each discipline tab for service billing dates and repeat this step for any added customer
- Check inbox daily (for example: looking for evaluation notification to update DMS-640)
Minimum requirements
- BSE in Early Childhood Education or a bachelor's degree and has at least one (1) of the following: Current Certification in Arkansas For Early Childhood or Early Childhood Special Education, current child development associate's certificate, current birth to pre-K credential, or documented experience working with children with special needs and twelve (12) hours of completed college courses in early childhood, child development, special education, elementary education, or child and family studies required
- Five (5) years of experience in Early Childhood Education or related field preferred
- Clear Criminal Record Check, Arkansas Child & Adult Maltreatment Regulatory Checks, FBI Regulatory Check, including National Sex Offender Registry
- May be asked to complete New Director Orientation or related course
- Pass a drug screen (upon hire, annually, and/or randomly)
- Travel as needed
- Valid Arkansas Driver's License
- Clear driving record
Abilities Required
- Ability to communicate effectively with co-workers and supervisors
- Ability to work with children
- Ability to handle multiple tasks in a very busy environment
- Ability to carry out instructions
- Ability to clean efficiently and timely
- Ability to lift up to 50 lbs
- Ability to bend, stoop, stand, walk, pull, and reach for several hours per day
- Ability to demonstrate basic computer skills
- Ability to perform and monitor large areas of work activities
- Ability to manage a large workload
*Medical, Dental, Vision, Paid Time Off, Life Insurance, other supplemental insurances, 401k*
