Location:

Charlotte, NC•

Hybrid Schedule:

Part-Time, 15 hours per week

Pay:

$25

• 28 per hour, based on experience

Schedule Monday:

5 hours

• In Office Wednesday:

  5 hours

• In Office Friday:

  5 hours
• Remote Candidates must have their own reliable laptop for remote work on Fridays .

Company laptops are not available to be taken off-site. Position Summary Gracious Hearts is seeking a highly organized and proactive Healthcare Compliance & Operations Coordinator to oversee compliance, documentation, file organization, CARF preparation, and staff accountability across our behavioral health and home care operations. This is not a traditional administrative assistant position. The person in this role will be responsible for making sure assigned work is actually completed, properly documented, filed in the appropriate location, and completed by required deadlines. The Coordinator will routinely audit records, identify missing documentation, follow up with responsible staff, track outstanding items, and report unresolved concerns directly to leadership. Primary Responsibilities Conduct regular audits of behavioral health, home care, employee, and client files. Verify caregiver timesheets and ADL documentation are received and uploaded into the appropriate folders. Identify missing, incomplete, unsigned, expired, or overdue documentation. Follow up directly with employees, caregivers, virtual assistants, QPs, and other appropriate staff regarding outstanding items. Verify completion of assigned tasks rather than relying solely on staff confirmation. Maintain the company's Compliance & Operations Master Tracker. Track due dates, corrective actions, outstanding documentation, employee requirements, and follow-up attempts. Maintain employee compliance documentation including applications, background checks, OIG checks, TB requirements, CPR certifications, trainings, credentials, and expiration dates. Monitor behavioral health administrative workflows following assessments. Verify required treatment plans, service orders, PCP/crisis plans, authorizations, signatures, and supporting documentation are present when required. Track authorization expirations and other important client deadlines. Assist with CARF accreditation preparation and ongoing CARF readiness. Organize CARF evidence and documentation. Work with leadership and the CARF consultant to address deficiencies or missing requirements. Conduct routine quality-assurance reviews. Review work assigned to virtual assistants and verify that required documentation has actually been filed. Maintain a running list of outstanding and overdue items. Escalate unresolved compliance concerns to leadership. Provide leadership with a weekly Friday compliance report identifying completed items, outstanding items, overdue items, responsible staff, and items requiring leadership intervention. Help create systems that prevent documentation from becoming lost, overdue, or incomplete. Important Role Expectations This position requires someone who takes initiative. For example, if 20 caregiver documentation packets are due and only 17 are present, the Coordinator should identify the three missing packets, determine who is responsible, initiate follow-up, document the follow-up, and continue tracking the issue until it is resolved. The Coordinator should not need leadership to continually remind them to check whether something was completed.

The expectation is:

Assign → Follow Up → Verify → Correct → Report QualificationsRequired Strong organizational and follow-through skills. Exceptional attention to detail. Ability to independently manage multiple deadlines. Ability to identify missing documentation and follow through until issues are resolved. Strong written and verbal communication. Comfortable holding staff accountable for assigned responsibilities. Experience handling confidential information. Proficiency with Google Workspace, Google Drive, Microsoft Office, and electronic documentation systems. Reliable internet connection. Own reliable laptop for Friday remote work. Strongly Preferred Behavioral health experience. Home care experience. Medicaid healthcare administration experience. Healthcare compliance or quality-assurance experience. Experience auditing employee or client records. Experience with CARF or another healthcare accreditation organization. Knowledge of treatment plans, assessments, service authorizations, employee credentials, and healthcare documentation. Experience working within North Carolina behavioral health or home care programs. Weekly Work StructureMonday

• In Office Primary focus will include file audits, identification of missing documentation, CARF preparation, and assigning necessary follow-up. Wednesday
• In Office Primary focus will include behavioral health and home care compliance reviews, employee file audits, CARF work, and verification that previously identified deficiencies have been corrected. Friday
• Remote Primary focus will include follow-up, updating compliance trackers, reviewing upcoming deadlines, preparing the following week's priorities, and submitting a weekly compliance report to leadership.

Ideal Candidate We are looking for someone who enjoys creating order, identifying problems before they become larger issues, maintaining accurate records, and ensuring that established processes are consistently followed. The ideal candidate will be comfortable saying: "This was due. It is not in the file. I followed up with the responsible staff member, documented the follow-up, and will continue tracking it until it is corrected." Experience with behavioral health, Medicaid services, home care, CARF, healthcare compliance, or quality assurance should be clearly identified on your resume.

Pay:

$25.00

• $28.

00 per hour

Work Location:

In person