Quality Assurance Assistant

JOB PURPOSE 

The Quality Assurance Assistant is responsible for providing administrative and operational support to the Quality Assurance Department to help ensure the accuracy, completeness, and compliance of agency documentation and services. 

This position assists with receiving, reviewing, tracking, and correcting timesheets, maintaining quality assurance records, preparing documentation for audits, and communicating with providers and the Billing Department regarding discrepancies or missing information. 

The Quality Assurance Assistant works under the direction of the Quality Assurance Administrator or designated supervisor and helps ensure agency procedures, documentation requirements, and quality standards are consistently followed. 

SCOPE OF WORK 

ESSENTIAL DUTIES AND RESPONSIBILITIES 

1. Assist with maintaining the agency’s internal Quality Assurance system and related documentation. 

1. Receive, organize, review, and process timesheets for accuracy, completeness, and compliance with agency requirements. 

1. Identify missing information, errors, or discrepancies in timesheets and assist with obtaining necessary corrections. 

1. Communicate with providers, staff, and the Billing Department regarding timesheet questions, corrections, and documentation requirements. 

1. Assist with preparing, gathering, and organizing documentation for internal audits, external audits, and state-directed reviews. 

1. Maintain accurate Quality Assurance records, files, tracking logs, and documentation in accordance with agency policies and retention requirements. 

1. Assist with monitoring outstanding timesheet corrections and following up to ensure timely resolution. 

1. Support the Quality Assurance Administrator with reviewing documentation, identifying recurring concerns, and communicating findings as directed. 

1. Assist with data entry, scanning, filing, document management, and preparation of reports. 

1. Maintain confidentiality of all client, employee, provider, and agency information in accordance with HIPAA and agency policies. 

1. Provide administrative assistance to other departments as needed, including occasional front desk coverage. 

1. Report potential compliance concerns, documentation issues, or discrepancies to the appropriate supervisor. 

1. Follow established agency policies, procedures, and quality standards. 

1. Perform additional duties as assigned by the Quality Assurance Administrator or designated supervisor. 

KNOWLEDGE, SKILLS, AND ABILITIES 

• Strong interpersonal and customer service skills. 

• Knowledge of HIPAA requirements and the importance of safeguarding confidential medical and personal information. 

• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook. 

• Strong data entry, typing, and computer skills. 

• Ability to operate multiline phone systems, copiers, scanners, and fax machines. 

• Excellent organizational skills and attention to detail. 

• Effective written and verbal communication skills. 

• Ability to identify documentation errors and follow established correction procedures. 

• Ability to maintain accurate records and meet deadlines. 

• Strong time-management skills and the ability to prioritize multiple assignments. 

• Ability to maintain professional and confidential working relationships. 

• Ability to follow written and verbal instructions. 

• Dependability, punctuality, and a positive attitude. 

• Ability to work independently on assigned tasks while recognizing when supervisory guidance or approval is required. 

• Willingness to learn agency Quality Assurance procedures and documentation requirements. 

QUALIFICATIONS 

• High school diploma or equivalent required. 

• Previous experience in administrative support, quality assurance, healthcare, billing, or a related field preferred. 

• Experience with data entry, document review, and recordkeeping preferred. 

• Working knowledge of Microsoft Office applications. 

• Must be able to pass a criminal background check. 

• Must demonstrate professionalism, discretion, and the ability to handle sensitive and confidential information. 

• Ability to communicate effectively with employees, providers, supervisors, and other departments. 

• Strong attention to detail and the ability to manage multiple responsibilities in a fast-paced office environment. 

WORK ENVIRONMENT 

• Primarily performed in a professional office setting. 

• Requires regular computer use, document processing, filing, and communication with staff and providers. 

• May occasionally require extended hours or additional administrative support based on agency needs. 

• May require travel to other agency locations or client residences when assigned. 

ACKNOWLEDGMENT 

The above statements describe the general nature and level of work performed by an employee in the Quality Assurance Assistant position. They are not intended to be an exhaustive list of all responsibilities, duties, or qualifications. 

Hearts & Hands of Care reserves the right to assign additional duties or revise this job description based on operational needs, staffing changes, regulatory requirements, or organizational restructuring.