Legal Operations Specialist

The Legal Operations Specialist is responsible for performing legal and compliance related duties. Responsibilities include: management of electronic contract lifecycle management function and system, managing responses to both standard and complex medical record requests and subpoenas, implementing organizational risk mitigation in conjunction with Risk and Quality Management (RQM) leadership at the direction of the GC/CCO, and managing of the organization’s Vendor Risk Assessment (VRA) lifecycle. Supports the organization’s strategic plan and workplace inclusion initiatives. Ensures productivity expectations, customer service and compliance standards are maintained. Abides by the organization’s mission in performing job duties. Demonstrates an understanding and commitment to PPGT’s culture of quality, safety and risk awareness.

Legal Operations:
• Manages various legal and organization matters, documents, contracts, correspondence, and other legal compliance matters including managing document collection and distribution for litigation requirements and related internal document management as required: .
o Conducting research on laws, regulations, and legal precedents to support document preparation
o Drafting/preparing initial responsive documents, including agreements of various types
o Organizing and maintaining internal matter files, ensuring all documents are up-to-date and accessible
o Communicating with internal constituencies to gather information, provide updates, and assist with inquiries

• Manages Medical Record Requests and legal document management:
o Manages the organization’s responses to medical record requests in collaboration with Risk and Quality Management (RQM), Health Services and other applicable departments to address responses to record requests and subpoenas; such requests may require a legally compliant release of records or the rejection of such request unless and until lawfully acceptable request is received by the affiliate. This includes managing the processing, transfer and security of patient data within PPGT to ensure that the data collected for record subpoenas and other requests is securely collected and delivered as well as ensuring compliance with applicable HIPAA regulations and other health information management standards.
o Addresses quality control for legal documents, tracks matter progress, and facilitates adherence to mandated litigation or regulatory content and timelines.
o Participate in projects, serving as a resource and subject matter expert for internal teams on legal and transactional matters.
o As applicable, manage due diligence for related legal matters, including litigation and transactional matters, by managing organizational documents, while addressing any issues and ensuring compliance with legal requirements and due diligence requests and responses.
• Contract Management:
o Leads administration of the contract lifecycle management workflow using the current electronic management platform/tools for the PPGT contract management system.
o Manages internal processes that assure the accuracy and integrity of data entered into the contract management system in adherence to system requirements based on contract specifications and terms.
o Be an internal resource by developing expertise in the PPGT contract management system and instructing other team members on utilization and navigation of the system.
o Reviews, assesses, and maintains all BAA’s to ensure compliance with Health Insurance Portability and Accountability Act (HIPAA) regulations and Planned Parenthood Federation of America (PPFA) accreditation requirements; where areas of non-compliance are noted, make recommendations for modification to ensure compliance.
o Maintains system tools and processes that provide timely notification of critical contract events (e.g., renewals, termination, and due dates contained within the agreements) and initiation of related system actions.
• Vendor Risk Assessment (VRA):
o Leads the VRA lifecycle management workflow per the affiliate’s VRA policy and procedures.
o In coordination with Business Operations and Information Technology (IT), maintain processes that assure the accuracy and integrity of data entered into the VRA management system for all VRA specifications and terms.
o Manages the integration of VRA review and requirements to integrate population of applicable management contracting components including processes that provide timely notification of critical events (e.g., renewals, termination, and due dates contained within the agreements and cyclical VRA updates).
Compliance Operations:
• Coordinates with Risk and Quality management leadership to understand and mitigate risk to the organization in assigned duties. Conducts research and coordinates actions with GC/CCO.
• Effectively communicates the importance of legal and regulatory compliance with state and federal laws and regulations, across all levels of the Affiliate.
• Liaison to GC/ for the process of self-reporting to government agencies when appropriate and necessary.
• Aid and work with risk assessment project teams as needed for quick response to cross-departmental high-risk issues.

General expectations:
• Has unrestricted access to paper and electronic patient protected health information (PHI) and health records for purposes of treatment, payment, and/or healthcare operations. The use of a patient’s protected health information should be limited to information needed for the specific task that is being performed or requested by the individual patient. Disclosure of any patient information must be for purposes of treatment, payment or healthcare operation OR must be accompanied by valid patient authorization. Must adhere to minimum necessary rule.
• Duties and responsibilities may be added, deleted, or changed at any time at the discretion of management, formally or informally, either verbally or in writing.

Bachelor’s degree + 3 years of relevant experience or Associate’s degree + 5 years of relevant experience or High School diploma or equivalent + 7 years of relevant experience. Completion of a paralegal studies program is preferred. Relevant experience: Paralegal experience in a law firm or in-house law department.

Notary preferred.

Must be able to work primarily with fingers such as picking, pinching, or typing. Must be able to talk such as convey detailed or important spoken instructions to other workers accurately. Must be able to hear such as the ability to receive detailed communication orally. Must be able to communicate effectively. Will have substantial movements of the wrists, hands, and/or fingers. Must be able to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects. Sedentary/Office environment.

• Must be able to work the organization’s hours of operation or as required.
• Must be able to travel as required to attend legal matters (i.e., depositions, court hearings, court trials, arbitrations, mediation, etc.).
• Ability to think strategically and achieve organization’s goals.
• Ability to provide oversight of compliance and regulatory requirements pertaining to position.
• Strong organizational skills and ability to multi-task.
• Ability to effectively use organization’s computer systems.
• Ability to manage details and complexity, to handle a variety of tasks simultaneously and to work under pressure.
• Strong interpersonal and communication skills.
• Ability to exercise initiative, sound judgment, and problem-solving techniques in the decision-making process.
• Effective leadership capabilities.
• Be discreet and safeguard confidential information.
• Possess integrity and compliance – can be relied upon to act ethically.
• Ability to provide effective, equitable, understandable, and respectful quality care and services that are responsive to the diverse cultural health beliefs and practices, preferred language, health literacy and other communication needs.
• Industry Awareness: Remains aware of PPFA accreditation standards and of the reproductive health environment’s regulatory compliance requirements. Understands how accreditation standards, regulatory agencies, funding, the external marketplace and competitive environment drives change within the organization.
• Organizational Awareness: Demonstrates a comprehensive awareness of the impact and implications of decisions and actions on other areas (departments or clinics) within the organization.
• Work Management: Effectively manages time as a resource; establishes realistic priorities; schedules own time and activities effectively; gives balanced focus and attention to appropriate long- and short-term priorities. Develops action plans and budgets; leverages technology; anticipates obstacles; establishes check points and monitors progress.
• Recovery Skills: Responds effectively and acknowledges responsibilities when clients (internal or external) experience problems or mistakes; rectifies the situation to restore client satisfaction; seeks information and collaborates with others to take action to implement permanent fixes. Maintains stable performance and emotions when faced with opposition, pressure, and or stressful conditions.
• Building Relationships: Shows genuine interest in others’ needs and opinions; establishes rapport; earns the confidence and trust of others; demonstrates consistency between words and actions; delivers on commitments.
• Exemplify the organization’s In This Together values: We Tend to the Team; We Respect and Honor All People; We Jump In; We Try and We Learn; We Care for our Business; and We Return to our Mission.

Must have excellent computer skills with knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and Internet. Must have the willingness and ability to adapt to change including advances or new technology. Must have excellent customer service skills and be committed to providing the highest level of customer satisfaction. 

Other

PPGT is an equal opportunity employer.  We strictly prohibit unlawful discrimination of any kind, including discrimination on the basis of age; race, color, ancestry, national origin, or ethnicity; citizenship status; sex or gender; gender identity or gender expression or transgender status (including the individual's actual or perceived sex and the individual's gender identity, self-image, appearance, behavior, or expression); sexual orientation (including actual or perceived heterosexuality, homosexuality, bisexuality and asexuality); mental or physical disability; AIDS, AIDS Related Complex, or HIV status; perception of risk of HIV infection; or association with individuals who are believed to be at risk; religion or creed; genetic information; pregnancy status, including related medical conditions; marital status; past, current, or prospective service in the uniformed services; or any other basis protected by law.  We are a drug-free and tobacco-free workplace.

Applicants have rights under the Federal Employment Laws. To view these notices, please click on the following links: Family and Medical Leave Act (FMLA) poster: Equal Employment Opportunity (EEO) poster; and Employee Polygraph Protection