**We have a current opening on our team for a Federal Programs and Documentation Manager**
Job Title: Federal Programs and Documentation Manager Requisition #: 1945
Job Type: Full time, Confidential, Non-Bargaining Unit, Exempt Location: Santa Barbara

Bachelors degree:
$81,710.80-$88,000 annually

Masters degree: 
$88,000-$102,498.89 annually

full salary range: $$81,710.80-$123,432.31

*Pay rate is based on level of experience equivalent to TCRC

+$200 biweekly bilingual stipend if applicable


  • Health insurance
  • Paid time off
  • Dental insurance
  • Vision insurance
  • Life insurance
  • Retirement plan
  • Referral program
  • Flexible spending account
  • Employee assistance program
  • LCSW Supervision hours program

Job Title: Federal Programs and Documentation Manager
Job Summary: The Federal Programs team is responsible for ensuring TCRC receives the maximum amount of Federal dollars available for eligible individuals and to comply with the documentation required by the state and Federal agencies. The Federal Programs and Documentation Manager will provide person-centered, specialized and primary support to the Services and Supports Teams regarding the Home and Community-Based Services Waiver, Self Determination Waiver, 1915i, Nursing Home Reform, Title 19, Client Development Evaluation Report (CDER) and Early Start reporting requirements. The Federal Programs and Documentation Manager provides supervision to TCRC’s Special Incident Report (SIR) Coordinator and oversees all risk management activities. In addition, the Federal Programs and Documentation Manager provides supervision to TCRC’s Benefits Coordinator as well as Transfer Coordinator.
Job Requirements:
1.Review and manage current Department of Developmental Services (DDS) and Centers for Medicare and Medicaid Services (CMS) requirements for Waiver administration and compliance to assure TCRC’s certification for participation.
2.Maintains quality assurance for the Medicaid and Self Determination Waiver along with Nursing Home reform in the Unified Fiscal System (UFS). Maintains the documentation in echart and enrollment information on the Client Master File.
3.Leads the facilitation for the Department of Developmental Services (DDS), Departmental of Health Care Services (DHCS) and Centers for Medicare and Medicaid Services (CMS) audit. Takes a lead role within the agency to assure resolution, follow-up, and corrective action for all audit findings is accomplished.
4.Supervises TCRC’s Special Incident Report (SIR) Coordinator and provides back-up to ensure the coordination and timely implementation of TCRC’s overall special incident report process, including reporting to the Department of Developmental Services (DDS) and follow up processes in accordance with Title 17 requirements.
5.Supervises TCRC’s Benefits Coordinator to ensure Services and Supports staff, individual sand/or families served by TCRC have access to available resources to obtain needed benefit program services, and other generic services in their community.
6.Supervises TCRC’s Transfer Coordinator to ensure inter Regional Center Transfers are processed in accordance to inter Regional Center agreements.                                                                                                7.In coordination with TCRC’s SIR coordinator, provides oversight of risk management activities which includes the implementation, review, and updating of TCRC’s risk management and prevention plan. Will monitor the occurrence of adverse events, captured
through Special Incident Reports (SIR), to identify trends and develop strategies to prevent and mitigate risks to ensure the health and safety of those we serve.
8.Assists with case record reviews to determine the initial Home and Community-Based Services Waiver (HCBS) eligibility assessment along with on-going waiver and Nursing Home Reform (NHR) eligibility which includes a level of care assessment through a review of case management documentation. Through these reviews, makes the determination if a case requires decertification from one of these programs and provides consultation regarding the Notification of Action (NOA) procedure.
9.Completes confidential record reviews, assures quality assurance in collaboration with service coordination staff, assuring all records meet the Department of Developmental Services (DDS)and Federal Programs standards for content and consistency.
10.Working with Early Childhood managers, maintains tracking reports and coordinates TCRC’s Early Start audit with the Department of Developmental Services (DDS), ensuring cases meet all documentation requirements.
11.Leads Medicaid Waiver, Self-Determination Waiver, Title 19 and Client Development Evaluation Report (CDER) training for Service Coordinator Orientation.
12.Identifies needs and provides training to services and supports staff regarding the waivers and other federal revenue requirements as necessary to assure understanding and compliance of documentation standards.
13.Represents TCRC at the Association of Regional Center Agencies (ARCA) Federal Revenues Committee.
14.Participates in the Department of Developmental Services (DDS) Statewide Risk Management Committee as needed.
15.Completes all required forms, documentation and reports in accordance with statutes, regulations as well as TCRC policies and procedures. Provides data analysis and develops reports with recommendations to senior management about Federal Programs.
16.Is responsible for the processing of Medi-Cal Institutional Deeming Referrals.
17.Ensures transmission of Federal Programs information to the Department of Developmental Services in accordance to the Home and Community-Based Services Waiver (HCBS) manual for all eligible individuals.
18.Modifies drafts and disseminates confidential database queries for those served by TCRC. Assures distribution of bi-monthly waiver reports to Services & Supports staff.
19.Maintains TCRC Client Development Evaluation Report (CDER) database along with reconciliation of the CDER missing, overdue and error reports.
20.Participation in confidential caseload reviews as requested by S&S managers.                                                                                                                                                                                                          21.Assists with the maintenance of documentation and records as required and needed to assure adherence to the Health Insurance Portability and Accountability Act (HIPAA) standards in maintaining confidentiality of case records and organizational data.
22.Assists with the Department of Developmental Services (DDS) May Rate Study.
23.Assume leadership role through participation on committees or task forces that serve or enhance service delivery and/or staff development.
Knowledge, Skills, and Abilities Required:
•Experience with Federal Waiver programs, requirements, and compliance. Working knowledge of developmental disabilities and case management.
•Demonstrated ability to work independently and cooperatively as a part of an interdisciplinary team.
•Ability to communicate effectively verbally and in writing at the highest professional level with members of the business and service communities.
•Must be a self-starter who can work independently on complex problems, interacting with a wide variety of constituents with multiple priorities.
•Excellent organizational skills to meet stringent deadlines/time frames.
•Must exercise skill in creative problem solving with minimal supervision and direction. Use of discretion and ability to maintain confidentiality.
Minimum Qualifications:
•Bachelor’s degree in human services or related area, including but not limited to Social Work, Nursing, Psychology, Special Education or related social service field.
•Must be Qualified Intellectual Disabilities Professional (QIDP) qualified.
•Supervisory experience preferred.
•Minimum of 4 years case management experience within a social services environment.
•Excellent computer skills; usage of software for client documentation, client management, information systems, e-mail and other computerized functions.
•Working knowledge of MS Word and Excel.
•Access to reliable transportation as this position will frequently travel including to offices within the three counties served by TCRC.
Physical Requirements:
Adequate manual dexterity and coordination for operation of a computer and other standard office equipment is required for this position. The ability to sit at a workstation for long periods of time, the ability to read, write and comprehend large amounts of written material such as reports and regulations, use the telephone, and communicate via electronic mail are all required on a daily basis. The ability to travel to another work-site location is absolutely required on a daily basis. The ability to stand, sit or walk for moderate distances on uneven terrain is also required on a daily basis.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or operate objects, tools, or control and reach with hands and arms. The employee frequently is required to stand, sit, walk, push, pull, kneel, stoop, bend, and squat. The employee must frequently lift and/or move up to 10 lbs and infrequently up to 20 lbs.
Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus. Each of these physical tasks is an essential function of the

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