Compliance Manager

ROLE OVERVIEW:  

The Compliance Manager will work within the compliance team to assist in independently addressing compliance inquiries, managing internal investigations, drafting responses to agency requests, leading individual compliance projects while ensuring compliance and detect wrongdoing at all levels.  Duties also include but are not limited to; undertaking and performing compliance auditing and monitoring program for the company, investigation of compliance matters; fostering a culture of compliance, encouraging reporting of any issues or violations of policy; overseeing timely resolution of relevant issues; auditing and reporting; and serving as the contact for internal and external inquiries from various organizations including government agencies. Analyze issues and identifies opportunities for the organization.  

The Compliance Manager will also be responsible for the accurate and timely management, organization, and maintenance of patient medical records. This includes ensuring compliance with legal, ethical, and regulatory requirements while safeguarding patient confidentiality. The ideal candidate will possess strong attention to detail, organizational skills, HIPAA and privacy law expertise, and an understanding of medical terminology. This role will oversee the medical records staff, facilitates the implementation of best practices, and drives continuous improvement in record-keeping process. 

LOCATION: Remote

COMPENSATION: $85,000 - 102,000/annually 

RESPONSIBILITIES: 

Compliance Reports and Investigations 

• Support and response of internal/external inquiries, subpoenas, and investigations 

• Handle compliance hotline reports, questions, inquiries, privacy incident investigations, and work with center/regional management to develop correction action plans if appropriate 

Compliance Program Auditing and Monitoring 

• Develop project plan, own and lead projects to completion. 

Medical Records – Privacy Program 

• Supervise, manage, train, and evaluate the performance of medical records staff 

• Develop, manage, review processes, systems, standard operating procedures, policies and procedures, job aids, etc. 

• Ensure staff are knowledgeable about medical record protocols, privacy rules, and technological tools 

• Support staff with privacy law and process questions  

• Monitor requests status ensuring timeliness and accuracy/compliance of responses to record requests 

• Willingness to also handle record request to assist and manage team’s workload: Process patient record requests from authorized individuals, ensuring the correct release of information and proper documentation of disclosures 

• Ensure that at all times, the staff adheres all privacy laws, including HIPAA, Part 2 and state privacy laws guidelines related to medical records requests, ensuring confidentiality and privacy of patient information 

• Provide HIPAA and state privacy guidance to medical records team 

• Ability to provide reports and metrics to the Chief Compliance Officer 

• Ongoing evaluation legal and compliance policies & procedures to ensure the department’s workflow is timely and accurate 

• Conducting regular audits & quality control checks of the department’s workflow 

• Act as a liaison between the medical record department and other departments to ensure smooth flow of information and efficient workflow within the department 

Compliance Program Development 

• Assist in the development, implementation, monitoring, and training of LifeStance policies and procedures as it relates to compliance/HIPAA 

• Manage compliance processes such as risk assessments, arrangements review, compliance interviews, and exit interviews 

• Coordinate directly with company departments to maintain a culture of compliance 

• Ensure content of all compliance forms are revised and updated as required 

• Coordinate new corporate policy, procedure, revision to an existing policy or work with the relevant teams to revise or create the policy or procedure 

• Provide manager and/or director with timely and significant information on compliance program status and objectives 

• Regulatory research and create enterprise notices of areas of governmental focus 

• Oversee the monitoring and implementation of the Code of Ethics and Business Standards at the practice level as it relates to policies, procedures, and regulations 

• Coordinate with to Human Resources to ensure new hire and yearly compliance training for all employees has been completed or escalated 

• Conduct training and provides other educational tools to ensure regulatory compliance with applicable laws and regulations 

• Special projects and all other duties as assigned: Consistent with LifeStance’s values, every member of the LifeStance team is expected to support each other and the mission, which may mean participating in projects and initiatives and performing functions and responsibilities not specifically outlined in this job description. 

KNOWLEDGE, SKILLS, ABILITIES AND OTHER REQUIREMENTS: 

• Bachelor’s degree required, with degrees in Health Information Management, Medical Records, Healthcare Administration or a related field preferred 

• 5+ years of healthcare regulatory compliance and privacy experience required 

• Proficient use of computer applications including Microsoft Office, internet browsers, and Electronic Health Records (EHR) systems is required 

• Experience developing SOPs, job aids, Compliance programs, and trainings required 

• Experience supporting In-house medical records teams/programs or medical records vendor experience preferred 

• Experience managing and leading people/teams preferred 

• Knowledge of HIPAA, Part 2 and state privacy laws regulations is strongly preferred 

• Certification in Health Information Management (e.g., RHIA, RHIT) preferred  

• Ability to be present on video conferences a significant portion of the day 

• Ability to be on calls listening to issue spot, gather direction, and requests 

• Strong organizational and management skills with the ability to manage large volumes of record requests and maintain accurate tracking and documentation and an ability to communicate real time status 

• High level of professionalism required with ability to communicate complex and confidential information to varying audiences including leaders, teams, employees, patients, vendors, carriers, etc. 

• Ability to work with minimal supervision, takes initiative, solutions focused, team player, positive attitude 

• Ability to make independent decisions when circumstances warrant such action, as well as seek guidance and support from leadership when necessary and appropriate 

• Ability to research and define problems, collect, and interpret information, establish facts, and draw valid conclusions through critical analysis regarding medical records requests 

• Ability to seek out new methods and principles and be willing to incorporate them into existing practices 

• Willingness to support the department with other duties as assigned