Pile of files I came back to after taking a long weekend….
Each of those providers has multiple files. A hard file, an electronic file and a database entry. Each has to reflect the others and older materials have to be archived just in case there is an audit in the future.
The processes I complete almost unconsciously have been either developed or modified by me in the last several years. I do the primary process of issuing reminder letters, entering providers and various notes into the database and preparing the file for review.
After the review process is complete I take the final file and add it to a current file replacing older materials and archiving them or creating a complete new file as needed. During this file process I check that the required items are present via a tagging system developed internally that matches a checklist. Any files with errors are returned to the worker who signed off on the application for corrections.
In addition to the certified agencies there are a number of other agencies or providers that the division cares about and it has fallen to me to keep track of these providers as well. Some are a once a year quick database only update and others require detailed maintenance and changes as part of the general certification process as they are a setting that is contracted to a certified provider. No matter what the number of provider records I maintain numbers over 1200.
An additional type of file I care for is the closed providers which by the time the file gets to me I have to deconstruct and label it to enter it into a separate database. This is a tracking system I am one of the administrators for and have steered many changes and improvements to the system.
This is just a teeny peek at a segment of the things I do.