Estimated Length: 24 months M-F typical hours 8:45am-4:45pm

Requirements

Division of Nursing Home and IID Surveillance

Central Islip Administrative Assistant (2 positions)

Position Description: The Nursing Home Program is responsible for regulatory activities related to health care facilities.  Some of the many program responsibilities include: inspecting facilities for compliance with Federal and State Regulations regarding quality of care and environmental safety; responding to, and investigating, complaints; oversight of emergency preparedness activities at regulated facilities; all Area Office functions of the Department’s Certificate of Need (CON) process where the Regional Office approves a facility to operate a new service, facility, equipment or occupy renovated space.  The program also performs other important functions such as reviewing facility or provider closure plans.

Minimum qualifications: Excellent knowledge of Microsoft Office, specifically Word and Excel, as well as other tracking and database systems required for completion of essential tasks necessary to maintain compliance with mandatory Federal and NY State surveillance activities for over 81 skilled nursing homes and adult day health care facilities.

Preferred qualifications: Familiarity with health care facility surveillance and complaint incidents and investigation correspondence and reporting; familiarity and knowledge of the ASPEN System, Health Commerce System (HCS) and the applications within the HCS such as NYSECON (New York State Electronic Certificate of Need), HFIS (Health Facilities Information Systems) and E-POC (Electronic Plan of Correction).  Prior experience working in the NYSDOH MARO Nursing Home Program is preferred.

The successful candidates should be dependable, highly-motivated, detail-oriented, comfortable working autonomously, and work well with others.

Responsibilities include:

1. Completes mandatory Federal (CMS) reports, data entry and tasks required for

    Federal reimbursement and to maintain RO compliance with Federal nursing home

    performance measures for surveillance activities.

2) Creates and maintains files according to Federal and NYS requirements.  

3) Entering Survey Data in Aspen Central Office electronic Federal reporting system.

4) Creating survey letters to providers, tracking survey event status in Federal system.

5) Phone Communication with complainants, providers, public, and staff

6) Processing FOIL requests by identifying, retrieving, copying pertinent documents, 

    drafting and submitting letters to Records Access Office

7) Processing and logging mail, fax, scanned documents

            8) Organizing, binding, filing, purging recertification and complaint survey documents per

                DOH policies

            9) Printing and distributing Complaint Intake reports

            10) Creating electronic survey shells and preparing paper survey document packets

            11) Generating CON and project reports and maintain data

            12) Maintaining survey tracking log

            13) Processing DLA responses by identifying, retrieving, transmitting documents, letters

14) Maintaining complaint investigation tracking log

15) Maintaining adequate office supplies for administrative and survey staff

16) Providing main reception desk coverage

17) Makes call downs to providers, gathering information and reporting per CO and RO

       requests (ad hoc)

Division of Adult Care Facilities and Assisted Living Surveillance

Central Islip Administrative Assistant (1 position)

Position Description:  The Division of Adult Care Facilities and Assisted Living Surveillance is responsible for the licensure and surveillance of 548 Adult Care Facilities (ACF) in accordance with State laws, regulations and codes, as well as the investigation of ACF complaints. The candidate will be located in the Central Islip office which conducts licensure and surveillance activities for 89 adult care facilities and will be expected to coordinate, analyze, prioritize and schedule the calendars for the regional office manager and surveillance staff; direct all incoming telephone calls for the Central Islip ACF program; maintain a system of organization to track and process incoming and outgoing mail for the Central Islip office, and serve as the point of contact for all communication in that office for the adult care facility program. Work hours are Monday through Friday from 8 a.m. until 4 p.m.

Minimum Qualifications: Well organized, detail oriented, excellent verbal and written communication, and able to work alone or as part of a team. Candidate must have experience working in all Microsoft Office applications.

Preferred Qualifications: Experience working in a fast-paced setting with the ability to multi-task and work in complex databases. Experience in effectively communicating with consumers and other stakeholders, legal staff, consultants, and project managers. Proficiency working with Microsoft Access, Excel, Outlook and Sharepoint applications.

Responsibilities: Will provide high level administrative support to a staff of 11 by handling all administrative responsibilities for the Central Islip Area Office which covers licensure and surveillance functions for 89 adult care facilities.  In addition, the incumbent must perform clerical functions such as preparing correspondence for facilities and complainants, construct and issue complaint closure correspondence for 264 facilities in the Metropolitan Area Region, prepare approval packages/correspondence for key positions in adult care facilities, organizing reviews of electronic plans of correction, processing FOIL requests, maintain facility rosters, organize and maintain regional office filing systems and various special assignments as directed by the Regional Office director.

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