Legal and Compliance Specialist
FLSA Classification
Non-Exempt
Reports To:
General counsel and compliance officer
Job Description
Summary/Objective
Acting under the direction and supervision of the general counsel and compliance officer, HIPAA privacy officer, and risk manager, the legal and compliance administrative assistant provides support primarily in contract management, privacy program compliance, and other projects and duties associated with FamilyCare’s compliance program, privacy program, risk management program, and legal needs.
Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
Contract Intake and Management Support- Maintain FamilyCare’s contract management system and provide technical support and problem-solving for the contract intake process and contract management system users.
- Process contract intake forms for legal and CEO review by communicating directly with contract managers and ensuring complete and quality information is included in the intake form.
- Develop training materials and regularly train contract managers on the contract intake process, contract manager responsibilities, and the contract management system.
- Ensure contract files have all contracts, signatures, and documents fully executed and entered into the contract management system.
- Monitor and maintain the internal contracts email inbox, responding appropriately and ensuring timely follow-ups.
- Maintain interface with contract management system provider and serve as internal gatekeeper for others accessing the database.
- Create contracts by template as directed by general counsel and compliance officer.
- Enter redlines as directed by general counsel and compliance officer.
Exclusion checks – monitor governmental websites for excluded parties on governmental and OIG websites, perform sanction checks on outside vendors as necessary, and ensure all vendors are registered to perform business in the state of residence.
Privacy Program Support- Monitor email inbox dedicated to privacy program and notice of privacy practices questions and respond accordingly.
- Conduct investigations in response to alleged privacy breaches in conjunction with FamilyCare’s privacy officer and HIPAA security officer.
- Maintain documentation related to breach investigations.
- Participate in other privacy program initiatives and projects as assigned.
Other compliance, risk management, and privacy program platform support:- Manage technical support and administrative needs for FamilyCare’s policy management system, incident reporting system, and other systems as deemed necessary.
- Support platform administrative support for user profile access permissions and process alterations.
- Develop training materials and regularly train policy owners, writers, and other users on the policy editing and approval process, policy owner responsibilities, and the policy management system in general.
- Maintain interface with policy management system provider and serve as internal gatekeeper for others accessing the database.
- Manage documentation execution and organization for the risk management program, privacy program, and compliance program, including, but not limited to, meeting minutes, risk assessments, and reports.
- Maintain schedule and calendar for the compliance, risk management, and privacy programs.
- Communicate timely and professionally with internal FamilyCare departments regarding legal, compliance, risk management, and privacy matters.
- Maintain appropriate departmental filing system and department files ensuring ease of access in timely manner to accurate information.
- Create and organize information and generate reference tools for easy use by the legal and compliance departments.
- Provide a wide range of support to FamilyCare’s legal and compliance departments.
- Interact and communicate effectively and diplomatically with internal and external stakeholders.
- Maintain compliance with internal policies and external regulatory guidelines, such as HIPAA and applicable fraud and abuse laws.
- Promote and contribute to the teamwork of the department by assisting associates, contributing ideas, and participating in the process improvement initiatives.
- Attends, participates in, and as needed takes minutes and notes in staff meetings and discussions to plan and implement changes.
- Processes all physical mail for the legal, compliance, risk management, and privacy departments.
Competencies
- Exceptional written and verbal communication skills.
- High attention to detail, organization, and time-management.
- Proficient in Microsoft Office 365 products; Canva; PDF document management, including reviewing, editing, organizing, redacting, and version control.
- Ability to proofread and edit documents.
- Ability to manage multiple tasks with competing deadlines.
- Ability to work independently.
Work Environment
Office environment, fast-paced, deadline driven environment
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
- Prolonged periods of sitting
- Manual dexterity use of operating standard office equipment
- Lifting of no more than 10 pounds
Travel Required
Occasional local travel to and from FamilyCare’s locations in its geographic area.
Required Education and Experience
- Bachelor’s degree in related field and three years’ experience in contract management, healthcare risk management, privacy, or compliance; or
- Associates degree in related field or paralegal studies and five years’ experience in contract management, healthcare risk management, privacy, or compliance.
Preferred Education and Experience
- Experience in contract management
- Experience working with policies and procedures
- Experience working in a law firm or legal department settingAdditional Eligibility Requirements Work Authorization/Security Clearance Requirements
EEO Statement
FamilyCare provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, or any other status protected by applicable law
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities of the employee for this position. Duties, responsibilities and activities may change at any time with, or without notice.