At the start of my time with the State of Alaska I was a Administrative Clerk. As a clerk I was placed in charge of archiving old files to make space for current files. This was a monumental task that had not been tackled in several years so there were 20+ boxes to start with. Based on the Archive Guidelines I developed a simplified chart to help me sort the files.
Over the course of 9.5 years I and the teams of MASST (Mature Alaskans Seeking Skills Training) and DVR (Department of Vocational Rehabilitation) participants along with a non-perm Office Assistant archived over 3,500 files. I was involved in all the aspects of hiring, training and day to day leadership of these individuals.
One of the training tools I used to assist everyone who was helping with the massive project included the following guide.
In the process of doing this it became known that no matter how many closed files I archived and sent off site there would never be enough space for the ever expanding files that were open. It was then determined that we also needed to categorize the open files for archiving as well. There was no guidelines to do this at the time and so in talking to the head of the archives we determined that we needed to collaborate with my management to setup the mechanisms to archive open files.
There were many types of both open and closed providers as detailed below. The categories assisted in retrieving files for quality assurance and compliance investigations over the years. Our oldest files were so old that the early volumes dated back into the 1990’s when Senior Services was founded! It was fantastic to get so many old files offsite and out of our over full file cabinets. It also reduced injuries (I was injured by the drawers being too full) and reduced fire risks. Once older files were offsite archives was able to either store the files or add them to micro film or scan them for DVD backup media.
Oct/Nov 05 Issue 89
1st place Alaska State Fair
Jan/Feb 05 Issue 86
Dec 05/Jan 06 Issue 90
Apr/May 05 Issue 87
Dec 04 Issue 85
Aug/Sep 05 Issue 88
In 2011 my employer lost a legal case based on a simple reason: the documents were not date stamped. I remembered a couple years before dropping off paperwork and the office had a machine that my packet had gone on to, zipped through and out of curiosity I asked the clerk what the machine was. It was a date stamper, so I suggested we procure the same type of machine. Since it was my idea management agreed happily and asked me to do the research on machines, features and costs. I came back with a simple machine that would print a short line of text and the current or a programmed date. Exactly what we needed.
A process was developed so that everyone knew how to use the machine correctly and for several years and several hundred thousand pages the machine worked perfectly. Basic maintenance kept it going until it needed a full refurbish. I again sought permission for sending the machine for repair after finding out timelines and costs. Meanwhile we had to keep up with the date stamping some other way. I tried a funky trick with Word and footers that was bad and finally settled on using Adobe Pro. I had one of the very few copies of Adobe everyone else had Adobe Reader at the time. After a few minutes of exploring the options (I’d only had the software for a few days at the time) I found a way to add footers to all the pages of a document quickly, then I found the Workflows and automated it. Finally I presented my solution to management who again enthusiastically gave the green light to use the tricks I’d learned.
It wasn’t long until everyone else received an upgrade to Adobe DC, an enterprise edition of Adobe that has all the bells and whistles. I exported my workflow, sent it around to the team and now everyone can use either the machine which is up and running smoothly or they can use the Adobe Workflow.
The next major process improvement was for only part of the team and a specific project but it saves a lot of time. The basics of the process is to compare 2 or sometimes more documents for differences. This was being done manually, on paper and was taking a very long time when the project was on a very tight deadline.
Not long after this portion of the project was getting underway Adobe DC received an update with some new features. Being the sort who likes to know what software does I’d played with the feature of comparing documents, thought it was cool and filed the idea away in memory.
While chatting with my new office mate I found out what exactly she was doing, manually comparing documents so I described the new tool, showed it off briefly as it was late on a Friday, and left for home. Much to everyone’s delight the new tool was adopted Monday morning and has saved the team roughly 88% of their time on that not so small portion of the project.
Just one year of all the things I accomplished! There’s more that I have likely forgotten or discounted as too minor.
- Screenings are more complete with fewer missed items as I have learned to recognize required items
- Initial apps were backed up into October and were fully caught up in mid January for screenings resulting in more initial providers being certified
- Increased use and proficiency with MMIS
- Better personal tracking system for screenings missing items and quicker turnaround on matching incoming items with packets
- More detailed training of MASST in files as team lead
- Increased participation in task committee and additional regular meetings
- Update CIR training regularly
- Decreased turnaround time on CPR waivers to meet ACS/provider needs to get PCAs enrolled
- Attended introduction to supervisor training to increase skills in team leadership with MASST & DVR
- Suggested meetings be recorded and then suggested software to take voice recordings and convert to text.
- Voice recorder and software will be installed on my computer and I am learning how to do this to make meeting minutes easier to produce.
- Assisted in facilitating the replacement of large copier when equipment failed… still in progress
- Setup statistic tracking for CPR waivers based on city, agency etc now in DS3
- Suggest that SDS do a provider survey via Survey monkey modeling the required surveys that providers have to send to us during recertification.. need to do revisions based on feedback. Draft questions for the survey
- Research who to talk to and get the survey online
- Mail merge labels and discover that Word skips one entry per page resulting in the need to adjust mail out lists to ensure that all letters/labels are created
- Suggested HAB home tracker be done using DS3 vs setting up another Excel spreadsheet tracker
- Keep CIR training up to date in DS3
- Keep CPR waiver info in DS3 and up to date (75 waivers from start of calendar year)
- Trained Nancy in file creation/maintenance increased computer proficiency a little
- Will be training both MASST to do Sharepoint Archiving this week
I've been a busy person the last 9 years and this only covers the first 7!
- Compilation of ALL processes into comprehensive procedure manual from start to finish for certification including small side procedures and helpful tools
- User friendly regulations for management and website
- Discovery of new functions in Adobe DC led to time efficiency and additional accuracy for the Compliance team Time cut from multiple hours of work to far less.
- SharePoint Tracking system created as a “stop gap” until new system can go live has processed 1321 items since April 2015 (now Dec 2016) tracking the information that the current database does not. Used as a model for reports to be generated and information tracked in new database system. 254 Initial applications 670 re-certifications have been tracked and processed via the system ensuring there are no applications that are missed
- Having overseen 7 MASST/DVR Participants as part of the team the 8 of us completed a total of 5,515 files for data entry and archives since 2010 when the SharePoint Archiving site went live.
- Prior to that I completed 8 boxes prior to the SP an additional 425 files
- Admin for Archive SharePoint
- 24 boxes of archives send in August 2015
- 500++ record merges for DS3 as of 9/2015
- Adobe Pro used as workaround for date stamper while down
- Adobe Pro document manipulation including merges, splits and workflows
- Built application tracker
- Completed process of making Archive SharePoint CALCULATE retention CORRECTLY and generate a report CORRECTLY!
- Certification box working for team 7/29/15
- Multiple large mail outs for QA
- Configured desktop printer as temporary fax machine while printer was down
- Form redesign
- New printer configuration coordination end of July 2015
- Organized back files of certifications into binders
- Provide technical assistance on multiple certification topics
- Process CPR Waivers
- Train QA on use of Adobe Pro for Bates stamping for hearing paperwork
- HIPAA confidentiality of mail outs during prep for mailings before a provider is sanctioned
Turned Word based Applications into PDF fill in forms for Certification and website
- Report Processes
- Provide archives training to new Admin staff
- Add all work achievements to post or page each month or week
- VM ware class
- Updated code on checklist 9/1/15
- Built CPR waiver tracker
- Maintain enough supplies to ensure unit/division made it through buying freeze
- Run reports from application tracker
- Edit and maintain 46 application forms
- Edit and program in VB.Net checklist and tab divider generator
- Report design and testing Harmony
- User testing Harmony
- Adobe workflow setup
- Create and maintain system generated reports for Provider Certification & Compliance Unit process of certification of Medicaid provider applicants, waivers, onsite provider reviews, and other quality assurance processes.
- Uses various reporting tools to compare data available internally and externally to correct deficiencies in data sets such as providers not showing up on the interactive public Search Tool but are active in the internal DS3 database.
- Participates in planning and developing system work orders to improve systems support for the unit.
- Maintains systems to ensure data integrity.
- Produces reports for management use; assists professional staff in analyzing data and creating reports. Enters and edits data and creates spreadsheets.
- Enter and track data related to provisional background checks of employees in agencies that obtain initial certification approvals.
- Work closely with certification application evaluators to communicate changes in background check status for these individuals for follow up measures.
- Implementation of a centralized repository of required forms and letters into a SharePoint site to use as a resource.
- Develops Certification forms for internal use and edits Certification Application forms ensuring accessibility for the public.
- Builds & maintains UMLs of unit processes, writes or updates written processes as assigned
- Serves as lead in selecting, training and oversight of DVR and MAAST administrative support volunteers
- Develops Universal Modeling Language (UML) tools for clarifying processes. Ensures procedures are updated as shared electronic documents for the unit.
- Assists with printing, copying, mass mailings, and organizing materials for meetings, training sessions, investigations, and site reviews or provides lead support to supportive staff.
- Provides support and maintenance of the unit`s copiers, fax machines and other machinery in the office.
- Conducts routine maintenance, troubleshooting and periodic repair status checks.
- Facilitates repair calls as necessary.
- Prepares materials for dissemination to providers, including re-certification notifications
- Prepares mailing lists, merges documents, tracks and archives mailing lists for compliance history.
- Provides detailed information on program regulations; advises the public on program applicability and requirements; explains related laws, rules, regulations, policies, and procedures to potential providers; advises and assists potential providers in setting up services.
- Must stay abreast of regulation, policy and systems changes.
- Provides technical assistance to applicants and providers regarding certification application process, setting up Background Check accounts, and corresponding with the SDS fiscal agent for billing purposes.
- Processes incoming initial and renewal applications for Medicaid Waiver and Personal Care Assistance Certification Application for completeness of required information according to state and federal regulations.
- Monitors Provider Certification email inbox which is the publicly posted email and web portal for all providers and applicants.
- Various reports of incidents, inquiries, complaints and questions flow through this email and must be routinely monitored and re-routed.
- An in-depth knowledge of SDS programs and their inter-relationships must be maintained in order to able to manage this duty.
- Responds to and takes appropriate action when within prescribed parameters, redirects to the correct professional staff when beyond knowledge base or those parameters, routes various emails to specific professional staff for decisions and action.
- Must use good judgment to determine level and routing of communications.
- Serves as subject matter expert on records retention procedures and archiving/off-site storage processes and advises professional staff on these procedures.
- Helps keep Provider Certification records and files organized and complete. Ongoing filing and policy and procedures toward electronic record keeping.
- Provides records copies for various records requests for criminal cases, public requests, etc.
- Ensure complete records are provided.
- Experience managing a database and using a CRM
- A talent for customer service, with outstanding interpersonal communication skills
- Team player, who cares deeply about his or her own work and also helps colleagues succeed
- Highly motivated and enthusiastic; Not easily discouraged
- Organized, efficient and able to meet deadlines
- Detail-oriented and a fact checker
- Resourceful problem solver, who finds ways around road blocks
- Emotionally mature and self-reliant; tolerates ambiguity and maintains positive, respectful professional relationships
- Developing and maintaining documentation, policies and instructions, recording operational procedures and system logs
- Monitoring and reports web statistics and makes recommendations to managers to improve visibility and usability of web site
- Performing web server backup and recovery operations
- Developing, designing and delivering web site structure for Internet/Intranet sites
- Analyzing and making recommendations to enhance performance, including upgrading and acquiring new systems