Position: Records Manager & Individualized Behavior Support Plan Coordinator - EBSH

Role:

The role of the IBSP Coordinator & Records Manager is to assist the Administrator in the maintenance of facility and client recordkeeping in the Enhanced Behavior Supports Home. Full time position providing services to two EBSH teams and facilities.

Responsibilities:

• Coordinators the monthly IBST meeting calendar and sends email invitations to the monthly meetings to all members of the IBST.
• Compiles the IBSP meeting documents and submits to the IBST members, regional center, and Client Rights Advocate monthly.
• Ensures that all necessary resident/client documents and facility records be kept current, protected, and in accurate condition.
• Works with IBST members to manage, train, and monitor Microsoft 365 group data and records for each facility.
• Maintains the electronic and hard file date to be produced upon request for state, regional center or licensing auditing purposes.
• Ensures all client documents be placed in proper location, according to the manner in which it is to be organized. Filing to be kept current on a weekly basis.
• Ensures all record keeping activities, administrative forms, postings, etc. and any other manuals and posting requirements of the facilities are completed, accessible, current, and accurate.
• Ensures that all back filing be collected and securely filed in designated areas.
• Performs an audit of each client record and the facility records every 3 months.
• Assists in the pre-admission, admission, and discharge protocols and ensures the completion of all required records.
• Attends the facility audits, surveys, and exit meetings as needed.
• Develops an understanding of all policies and procedures, including HIPAA, and assists in training other staff and implementation of such policies.
• Provides written and oral communications and notifications with outside services and other stakeholders, i.e. families.
• Assist the Administrator(s) in contacting consultants and obtaining client evaluations.
• Performs all designated duties as requested by the Administrator(s) and other assistance as needed.
• Develops knowledge of regulations and assists in policy development.
• Provides records’ policy training to other staff.
• Ensures that all information, training opportunities, and facility activities are communicated among IBST members and stakeholders.
• Develops efficient and accurate systems of information and record tracking.
• All responsibilities shall be completed in a timely manner, as activities are time sensitive.
• Microsoft 365 proficiency: Word, Excel, template management, ability to create, move, print and distribute records meeting critical deadlines. Consults with IT personnel as needed.
• Provide communication between facilities, administrators, and stakeholders.

Qualifications:

1. College degree preferred, high school graduate.
2. Attainment of age 21.
3. Fingerprint clearance.
4. Health Screening with TB.
5. Experience in records management.
6. Clerical experience including computer skills
7. Microsoft 365 abilities: proficiency in using Word, Excel, Microsoft Groups, Zoom.
8. Good interpersonal and professional communication skills
9. Good writing and proofreading skills
10. The ability to problem-solve, be flexible, and work independently
11. Possess a current and valid driver license, able to move between two facilities and work with their respective administrators and staff.

Reports to: Administrators, Assistant Executive Director

Evaluated by: Administrators

Hours: 9 am – 5: 30 pm, unless arranged, except for meeting dates. Hours shall be agreed upon with the Administrators. The Administrators must approve all changes.

Non-exempt