Basic Function
The Program and Contract Compliance Manager administers, monitors, and supports Okeechobee Healthy Start Coalition's service provider, independent contractor, vendor, and program-related contracts and agreements. This position supports program operations by coordinating contract documentation, reviewing invoices and mileage backup, tracking deliverables, maintaining contract and service-utilization systems, supporting quality assurance and quality improvement activities, completing assigned Doula Program intake, assignment, rotation, and coverage-verification functions, preparing required reports, and helping ensure compliance with funder, program, fiscal, data, and Healthy Start requirements.
The role is an administrative compliance position responsible for exercising discretion and independent judgment in reviewing contractor documentation, evaluating documentation sufficiency before invoice routing, identifying contract or program compliance concerns, verifying credential and coverage information, conducting assigned QA chart reviews, tracking deliverables and trends, preparing summaries and recommended next steps, and escalating matters requiring leadership review.
This position serves as a central point of coordination for contractor documentation, provider communication, reporting timelines, contract renewals, performance tracking, program data support, and assigned Doula Program administrative functions. The position works closely with the Operations Director, program leadership, finance, administrative staff, contracted providers, and applicable committees to support timely, accurate, and accountable service delivery while maintaining clear role boundaries between contract compliance monitoring and direct supervision of independent contractors.
Duties and Responsibilities
Contract Management and Contractor Coordination
- Develop, administer, monitor, and maintain contracts, agreements, memoranda of understanding, vendor documents, amendments, renewals, and related contract files as assigned.
- Coordinate annual contract renewal processes, including preparation of updated contract documents, routing through DocuSign or other approved signature processes, and confirmation that fully executed agreements are filed appropriately.
- Maintain a master contract tracking system that identifies active contractors, contract periods, required documentation, insurance or credential requirements, deliverables, renewal dates, payment terms, training requirements, and follow-up needs.
- Coordinate documentation and compliance tracking for home visiting contractors, doula contractors, service providers, vendors, and other contracted partners as assigned.
- Pre-qualify potential contractors and support RFP/RFI or procurement procedures when required by OHSC policy, contract requirements, or funder expectations.
- Assist with minority business determination and other procurement documentation, as applicable.
- Provide technical assistance to contracted providers regarding contract expectations, documentation requirements, invoicing procedures, deliverables, data entry expectations, and applicable Healthy Start requirements.
- Coordinate with the Operations Director, finance, program leadership, and applicable committees to support contract review, contractor communication, monitoring, and follow-up.
- Maintain organized electronic and/or paper contract files in accordance with OHSC procedures, funder requirements, confidentiality requirements, and records retention expectations.
Doula Program Intake, Assignment, and Rotation Support
- Complete assigned Doula phone intakes with referred clients to confirm interest, explain basic program expectations, gather needed information, and determine whether the client wishes to enroll in Doula Program services.
- Document completed Doula Program intakes in Well Family System, JotForm, or another OHSC-approved system according to program procedures and confidentiality expectations.
- Confirm whether the client has a preferred doula or should be assigned according to the approved Doula Rotation Log.
- Connect enrolled clients with the preferred doula or next available doula according to the approved rotation process, language needs, client preference, due date proximity, availability, and program procedures.
- Update the Doula Rotation Log as referrals are received and assignments are made, ensuring that assignments are tracked accurately and equitably.
- Communicate assignment details to the assigned doula and appropriate internal staff according to approved Doula Program procedures.
- Maintain organized intake, assignment, rotation, and follow-up documentation in the approved program location.
Doula Coverage Verification and Billing Support
- Verify client Medicaid status, managed care plan, coverage information, and other insurance provider information when needed for Doula Program billing, assignment, invoice review, or funder determination.
- Use approved systems, including Well Family System, FLMMIS, JotForm records, referral documentation, or other approved sources, to confirm coverage information and document verification results.
- Identify the appropriate billing or funding source for Doula Program invoices based on service type, Medicaid status, managed care plan, provider contract status, grant requirements, and approved funding procedures.
- Communicate coverage, billing, or funding-source concerns to the Operations Director, fiscal staff, or appropriate program leadership before invoices are routed for payment.
- Maintain documentation of coverage verification, funding-source determination, and invoice notes in the approved invoice log or program tracking system.
Invoice, Payment Review, and Fiscal Support
- Review monthly and/or quarterly contractor invoices for completeness, accuracy, appropriate backup, required documentation, mileage support, deliverables, and alignment with approved contract terms before routing for payment processing.
- Coordinate invoice review for home visiting contractors who submit multiple invoices monthly, doula contractors whose invoices may vary based on births, visits, mileage, and caseloads, and other service providers or vendors as assigned.
- Complete documentation sufficiency and QA/QI checks before invoices are routed to finance or administrative staff for payment processing.
- Track invoice submission, approval status, payment routing, missing documentation, and follow-up needs.
- Monitor expenditures, service utilization, and contract deliverables to identify concerns, trends, late submissions, incomplete documentation, or potential compliance issues.
- Prepare or support disbursement reports, service utilization reports, and contract-related fiscal summaries as assigned.
- Notify the Operations Director of contractor payment concerns, documentation gaps, expenditure concerns, late deliverables, or other issues requiring review.
Quality Assurance, Chart Reviews and Provider Monitoring
- Support implementation of OHSC quality assurance and quality improvement processes for contracted providers, programs, documentation, reporting, and service delivery.
- Conduct assigned Quality Assurance chart reviews for Doula Program client records, including review of intake documentation, referral information, JotForm submissions, visit documentation, required forms, service pathway completion, timeliness, invoice support, and case closure documentation.
- Collect, review, and analyze monthly, quarterly, and annual service delivery reports, contractor deliverables, data reports, and QA/QI materials.
- Conduct or assist with provider monitoring activities, including desk reviews, site visits, record review, documentation review, coding or data entry review, and review of performance outcomes, as assigned.
- Document QA chart review findings, missing items, correction needs, trends, and follow-up actions in the approved QA/QI tracking system.
- Assist with development, review, and follow-up of corrective action plans or performance improvement plans when documentation, service delivery, contract, or compliance concerns are identified.
- Identify trends, documentation concerns, service delivery barriers, contractor support needs, and opportunities to improve quality, consistency, efficiency, and accountability.
Credential Verification and Contract Readiness
- Verify provider credentials, required documentation, training completion, insurance documentation, contract status, and other qualification requirements pursuant to Healthy Start Standards and Guidelines, GROW Doula Standards, funder expectations, and OHSC procedures.
- Track doula provider credential status, certification status, required training, insurance documentation, contract status, and eligibility to receive client assignments.
- Identify expired, missing, incomplete, or inconsistent credentialing documentation and communicate needed corrections or escalation needs to the Operations Director or appropriate program leadership.
- Ensure no assigned provider is knowingly routed a new client assignment when required contract, credential, training, or insurance documentation is expired or missing, unless leadership has reviewed and approved a documented exception consistent with applicable requirements.
- Remain current on Healthy Start Standards and Guidelines, GROW Doula Standards, applicable funder guidance, maternal and child health indicators, data system changes, and relevant program requirements.
Program Coordination, Reporting, Grant Tracking and Data Systems
- Prepare, compile, and submit monthly, quarterly, annual, and ad hoc programmatic reports for state contracts, grants, funders, committees, and internal leadership, as assigned.
- Assist with tracking grant-funded program activity and preparing progress report information for assigned grants, including service counts, participation data, provider activity, client outcomes, budget-related service notes, deliverables, and narrative updates as assigned.
- Maintain grant progress tracking tools, calendars, and supporting documentation so required updates can be prepared accurately and on time.
- Develop and maintain internal service utilization tracking systems, data dashboards, reporting tools, and program metric files to support timely reporting and reduce duplicative data pulls.
- Track performance measures, health indicators, contractor deliverables, service counts, referral and participation data, and other program metrics identified by OHSC leadership.
- Compile county profile information, maternal and child health data, service delivery data, and other relevant information to support planning, reporting, and quality improvement.
- Provide data entry support, data system user support, and data quality follow-up in Well Family System or other OHSC-approved systems, as assigned.
- Work closely with the Data Committee, Finance Committee, QA/Contract Management Committee, program leadership, and Operations Director to support accurate reporting and informed decision-making.
- Support development of practical tools, checklists, calendars, tracking systems, and workflows that strengthen contractor accountability and program operations.
- Assist with Coalition events, program activities, committee work, and organizational initiatives as assigned.
Administrative and Organizational Responsibilities
- Maintain confidentiality of participant, staff, contractor, financial, and organizational information in accordance with HIPAA, OHSC policies, funder requirements, and applicable law.
- Use OHSC-approved systems, calendars, forms, templates, and communication tools to document work, manage timelines, track follow-up, and communicate with staff and contractors.
- Participate in staff meetings, committee meetings, provider meetings, trainings, and local or state meetings as assigned.
- Assist with Coalition events, program activities, committee work, and organizational initiatives as assigned.
- Communicate professionally and promptly with contracted providers, staff, community partners, funders, and vendors.
- Perform other duties as assigned by the Executive Director.
Key Areas of Focus
- Contract administration, contractor documentation, and compliance tracking
- Contractor invoice review, payment routing support, and documentation sufficiency review
- Doula Program phone intake, assignment support, rotation log accuracy, and follow-up documentation
- Medicaid, managed care, insurance, billing-source, and funder verification for Doula Program invoices
- QA/QI review, Doula Program chart review, provider monitoring, and corrective follow-up tracking
- Credential verification, Healthy Start Doula Standards tracking, and contract readiness
- Grant progress tracking, program reporting, service utilization, and data systems support
- Provider technical assistance, process improvement, and timely escalation of compliance concerns
Education and Experience
- Bachelor’s degree in public health, social services, human services, business administration, nonprofit administration, health care administration, accounting, or a related field preferred. Relevant experience may be substituted for education at the discretion of the Executive Director.
- Minimum of three (3) years of experience in contract administration, program coordination, public health, health care, nonprofit operations, grant administration, quality assurance, data management, or a related field preferred.
- Experience with contract and grant administration, contractor monitoring, invoice review, quality assurance, data collection, data analysis, and report preparation preferred.
- Experience working with Healthy Start, maternal and child health programs, home visiting, doula services, nonprofit service delivery, or community-based health programs preferred.
- Experience compiling and analyzing data in Microsoft Excel, databases, dashboards, or other reporting systems required.
- Intermediate to advanced proficiency in Microsoft Word, Excel, Outlook, and electronic file management required.
- Experience with Well Family System, DocuSign, funder reporting systems, or similar data/document management systems preferred.
Knowledge, Skills, and Abilities
- Knowledge of contract management, grant administration, invoice review, documentation standards, and quality assurance practices.
- Ability to interpret and apply contract requirements, program standards, funder guidance, policies, and procedures to daily work.
- Strong attention to detail and ability to produce accurate, timely, and organized work products.
- Ability to manage multiple deadlines, recurring reporting cycles, contractor follow-up, and competing priorities.
- Ability to collect, analyze, summarize, and present data clearly for internal and external use.
- Ability to identify documentation gaps, performance trends, service delivery concerns, and process improvement opportunities.
- Strong written and verbal communication skills, including the ability to provide technical assistance and professional follow-up.
- Ability to work independently, maintain confidentiality, ask clarifying questions, and keep leadership informed of progress and concerns.
- Ability to build and maintain effective working relationships with staff, contracted providers, community partners, committees, funders, vendors, and the public.
- Commitment to OHSC’s mission and to respectful, family-centered, culturally responsive service delivery.
Physical Requirements
Light work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently to lift, carry, push, pull, or move objects. This position requires regular computer use, sitting, standing, walking, speaking, hearing, reading documents and screens, and using hands and fingers to operate office equipment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
Travel
Limited local travel is required. Occasional travel to provider sites, community meetings, trainings, conferences, or other in-state meetings may be required. Reliable transportation, a valid Florida driver’s license, a safe driving record, and current automobile insurance may be required when travel is assigned.
Job Status
- Regular, full-time, salaried exempt-administrative.
- OHSC determines classification and compensation in accordance with applicable law, organizational policy, and the employee’s offer or employment documentation.
Pay: $45,000.00 - $55,000.00 per year
Benefits:
- Paid jury duty
- Paid time off
- Parental leave
Work Location: Hybrid remote in Okeechobee, FL 34974
