Program Documentation Specialist

Location:

Fredericksburg, Virginia - In Office

Employment Type:

Part-Time
Expected

Hours:

15-20 hours per week

Schedule:

Flexible weekday schedule
Pay: $20 per hour

RISE Services is a human services organization providing Individual Supported Employment, vocational rehabilitation, Benefits Planning, and community-based services for individuals with disabilities.

We are seeking a highly organized, detail-oriented Program Documentation & Report Writing Specialist to join our team in our Fredericksburg, Virginia office.

This is an excellent opportunity for someone who is a strong professional writer, enjoys organizing information and working with documentation, can solve problems effectively, and can independently manage recurring deadlines.

The Program Documentation & Report Writing Specialist is responsible for preparing, formatting, reviewing, tracking, and maintaining reports and program documentation across several RISE Services programs.

The position will use information provided by program staff, client records, service documentation, and established templates to produce accurate, professional, and timely documentation.

This position also assists with formatting and preparing Benefits Planning documentation under the direction of appropriate program staff.

Strong writing skills and the ability to problem-solve are essential for identifying missing or conflicting information, determining how to organize complex details, and producing clear, accurate, and complete reports.

No direct-service caseload is required as a primary function of this position.

This is a part-time, in-office position based in Fredericksburg, Virginia, with approximately 20-25 hours per week.

We can offer flexibility in how those hours are structured during the regular Monday-Friday workweek. Examples include:

• Working approximately three days per week; or
• Working approximately five to six hours per day, Monday through Friday.

The specific schedule will be established based on organizational needs and the selected candidate's availability.

• Prepare assigned vocational rehabilitation reports for state vocational rehabilitation agencies, including Virginia DARS, Maryland DORS, and other state VR/DVR programs.
• Draft initial, progress, stabilization, closure, and other required reports using service documentation, staff input, case records, and established reporting requirements.
• Clearly document services provided, client progress, barriers, interventions, employment outcomes, recommendations, and next steps.
• Review documentation for completeness and follow up with program staff when information is missing or unclear.
• Use strong writing and problem-solving skills to organize complex information and resolve documentation issues.
• Track reporting deadlines and ensure reports are completed on time.
• Maintain consistency in names, dates, service information, terminology, and outcomes across reports and supporting records.

• Prepare initial and renewal Plans for Supports, including Part V documentation, for assigned Virginia Medicaid Waiver clients.
• Compile information from assessments, service plans, authorizations, staff documentation, and other source records.
• Ensure documentation accurately reflects authorized services, support needs, desired outcomes, and measurable support activities.
• Identify gaps, inconsistencies, or unclear information and determine the appropriate follow-up steps.
• Coordinate with program staff and leadership to obtain missing information or required revisions.
• Track initial plans, renewals, revisions, and applicable due dates.

• Assist with formatting and preparing Benefits Planning documentation.
• Organize and format Benefits Planning materials using approved RISE Services templates.
• Review documentation for completeness, consistency, and professional presentation.
• Verify that the information contained in documentation is consistent with the source materials provided.
• Identify missing or conflicting information and communicate questions to the appropriate Benefits Planning staff.
• Apply sound judgment and problem-solving skills when organizing information or determining what clarification is needed.
  
  Submit completed documentation for required professional or supervisory review.

• Complete assigned monthly program tracking spreadsheets.
• Review required progress notes and supporting documentation for completeness and timeliness.
• Identify missing, late, or incomplete documentation and communicate follow-up needs to the appropriate staff member or supervisor.
• Maintain accurate monthly tracking records for assigned programs.
• Verify information against available source documentation before finalizing tracking reports.
• Problem-solve documentation and tracking issues to help ensure records are accurate and complete.

• Proofread reports…