About the Job
Licensing Aide II
Location: Rhode Island (On-Site)
Employment Type: Contract
Job Overview
We are seeking a Health Services Regulations Aide to support a healthcare regulatory team responsible for health facility licensing, complaint processing, records management, and administrative operations. This position will be responsible for entering federal and state complaint information, processing healthcare facility applications, maintaining licensing and investigatory records, and preparing correspondence related to healthcare facilities.
The ideal candidate will have strong administrative, data entry, records management, and customer service skills, along with the ability to handle confidential and sensitive information. This role requires frequent interaction with healthcare providers, consumers, governmental agencies, and other interested parties by phone, email, and in person.
Key Responsibilities
- Process initial and renewal applications from healthcare facilities.
- Perform data entry for federal and state complaints involving healthcare facilities.
- Assist with processing complaints and preparing correspondence involving healthcare service licenses, complainants, attorneys, and government agencies.
- Review and process applications for licensure in health-related professions and occupations.
- Create and maintain investigatory case files, documentation, and confidential case-sensitive records.
- Maintain licensing and related records within both manual and computerized filing systems.
- Prepare and edit correspondence, forms, spreadsheets, licenses, and other administrative documents using standard office software.
- Provide courteous and efficient customer service by phone, email, and in person.
- Respond to inquiries from consumers, healthcare providers, governmental agencies, and other interested parties regarding regulated entities.
- Provide accurate information regarding licensing qualifications, requirements, and complaint procedures.
- Prepare licenses and other sensitive documents requiring appropriate auditing controls.
- Process purchase orders, requisitions, and related documentation while maintaining accurate records.
- Provide general administrative support and assist supervisors with routine administrative matters.
- Assist with employee orientation and training as directed.
Required Qualifications
- High school diploma or equivalent, preferably supplemented by coursework in typing, business practices, or related subjects.
- Experience in a clerical or paraprofessional position involving document review, preparation, and transaction processing.
- Strong oral and written communication skills.
- Experience maintaining physical and electronic records and working with computer database systems.
- Ability to maintain the confidentiality of sensitive records and information.
- Ability to operate standard office equipment and utilize computer software and hardware.
- Strong organizational skills and the ability to work independently on difficult or relatively complex assignments.
- Ability to exercise independent judgment when reviewing documents and processing transactions.
- Ability to communicate professionally and courteously with the public, healthcare providers, coworkers, and other stakeholders.
- Equivalent combinations of education and relevant experience may be considered.
Preferred Experience
- Knowledge of statutes, rules, and regulations related to the licensing of healthcare service providers.
- Experience working with computerized licensing systems and preparing licensing documentation.
- Experience processing healthcare facility applications, licenses, complaints, or regulatory documentation.
- Experience with administrative office practices, database systems, spreadsheets, and electronic records management.
- Experience handling confidential, investigatory, regulatory, or case-sensitive records.
- Experience providing customer service to the public, licensees, healthcare providers, or government agencies.
What You'll Bring
The strongest candidate will bring a combination of administrative support, data entry, records management, and customer service experience. You'll be comfortable reviewing and processing applications, maintaining accurate records, preparing correspondence and documentation, and working with computerized database or licensing systems.
You'll also be organized, detail-oriented, professional, and capable of working independently while managing sensitive and confidential information. Experience supporting healthcare licensing, regulatory operations, government programs, or other compliance-focused environments will be especially valuable.
Key Skills: Data Entry | Administrative Support | Application Processing | Healthcare Licensing | Complaint Processing | Records Management | Document Review | Customer Service | Database Systems | Microsoft Office | Correspondence | Confidential Records | Regulatory Compliance | Case File Management | Spreadsheets | Purchase Orders | Requisitions
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