Quality Assurance Specialist

Description

JOB SUMMARY:

The Quality Assurance (QA) Specialist ensures organizational compliance with state regulations, internal policies, and Medicaid waiver requirements governing services for individuals with intellectual and developmental disabilities (IDD). This role is responsible for auditing program data and documentation, reviewing incident reports, conducting on-site compliance visits, monitoring clinical and health records, and supporting Therap system integrity to ensure quality, safety, and regulatory readiness across all programs. This position plays a critical role in protecting client safety, maintaining regulatory compliance, minimizing organizational risk, and ensuring program readiness for state reviews and audits.

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Supervisory Responsibilities:

· None

Duties/Responsibilities:

Incident Reporting & Risk Management

· Reviews all new low-, medium-, and high/critical-level General Event Reports (GERs) and initiates resolution processes based on severity in accordance with DDS policy and agency SOPs.

· Verifies that required State Incident Reports (IRs) are submitted within mandated timelines for high/critical incidents and notifies case managers immediately when critical incident criteria are met.

· Ensures all IRs are accurately filed and properly linked to corresponding GERs.

· Returns incorrectly submitted GERs with corrective guidance and notifies appropriate supervisors.

Therap Documentation & Data Integrity

· Reviews all new T-Logs to identify documentation issues or missing incident reporting.

· Verifies accurate data entry across Therap Electronic Documentation System (Therap) modules, including Health Tracking, medication errors, and clinical documentation.

· Notifies appropriate supervisors of missing or non-compliant documentation.

Clinical & Health Compliance

· Reviews MARs, ISPs, and Health Tracking documentation for accuracy, completeness, and compliance.

· Confirms weekly documentation completion across Residential, Employment Services, and Day Services programs.

· Verifies PRN documentation and required follow up.

· Ensures medication counts, storage, and handling meet DDS standards and agency policy.

Regulatory Forms & Healthcare Follow-up

· Verifies completion and accuracy of DDS-5 and DDS-73 forms, including required medication lists, and documented follow-up of medical recommendations.

· Confirms required AIMS/DISCUSS assessments or documented provider exemptions are present.

· Verifies supervisory approvals for high-level GERs.

Compliance Audits & Site Inspections

· Conducts a minimum of three (3) house or program site visits monthly to verify documentation compliance, medication management, and DDS safety requirements.

· Uses Therap to verify accuracy and currentness of client and staff records, in-servicing documentation, medical records, and program compliance materials.

· Ensures time studies are current and accurately maintained.

· Reviews permissions and program documentation to confirm annual compliance requirements.

Weekly Client-Specific Audits

· Conducts comprehensive audits of individual client information in Therap including, including MAR, ISP, PRN documentation, medication storage, and health follow-up records.

· Reviews IPs, PIPs, guardianship documentation, assessments, and appointment records.

· Verifies expiration dates for authorizations, plans of care, and required regulatory documentation.

· Confirms appropriate staff access and caseload assignments in Therap.

Serves as back-up to the Therap Coordinator (duties performed on an as-needed basis)

· Maintains Therap system modules and Training Management System (TMS) data integrity.

· Assists in development and implementation of new Therap modules to enhance documentation and communication.

· Conducts initial and recurrent staff training on Therap.

· Supports development of Therap policies and procedures.

· Assists with compliance regarding Oklahoma Developmental Disability Services Policies and Procedures.

· Completes required documentation and reports for the agency and funding sources.

Requirements

Qualifications

· Bachelor’s degree in human services, psychology, social work, healthcare, or related field preferred or five (5) years of equivalent experience serving individuals with disabilities.

· Experience in developmental disability services, Medicaid waiver programs, healthcare administration, or quality assurance strongly preferred.

· Familiarity with Therap Electronic Documentation System and DDS requirements highly preferred.

· Exceptional attention to detail with strong organizational and time-management skills.

· Ability to work independently while collaborating effectively with program leadership.

· Strong written and verbal communication skills.

Physical & Travel Requirements

· Ability to conduct regular field visits and audits using a personal vehicle (mileage reimbursed at company rate).

· Ability to bend, stoop, and lift up to 30 pounds.

Work Environment

· Primarily home-office based with frequent travel to residential homes, vocational sites, and community program locations.

· Required weekly in-person team meetings and supervisor one-on-ones.

· Handles sensitive and confidential information in compliance with HIPAA and all applicable privacy regulations.