This document provides information about the role and responsibilities of a quality management coordinator. It includes a job description outlining key duties such as developing and coordinating a quality management program, reviewing clinical records, preparing reports, and acting as a liaison regarding regulatory compliance. It also lists qualifications like knowledge of quality management systems and medical terminology. Finally, it provides examples of common quality management tools used by coordinators, such as check sheets, control charts, Pareto charts, scatter plots, and Ishikawa diagrams.

1. Quality management coordinator
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I. Contents of quality management coordinator
==================
DEFINITION
Under general supervision, provides direction and system development, coordination and
implementation for quality management functions in the Mental Health Department, in
accordance with County policies and procedures and state and federal rules and regulations;
performs related work as assigned.
DISTINGUISHING CHARACTERISTICS
This single-position class reports to the Mental Health Director and is responsible for developing
and coordinating a department-wide quality management program and for providing direction
and oversight to assigned support staff. This position is distinguished from the Utilization
Review Coordinator in that the latter has responsibility for utilization of records within the in-
patient psychiatric facility exclusively.
EXAMPLES OF DUTIES
· Develops, coordinates and maintains a department-wide quality management system including
utilization review, medication monitoring, confidentiality of records and peer review in

2. accordance with federal, state and local requirements, including Short-Doyle and Medi-Cal.
· Directs and supervises assigned staff, and trains in appropriate case review procedures.
· Reviews clinical records and advises department staff of proper clinical recordkeeping
procedures.
· Interprets and analyzes regulations and keeps staff informed of current policies and laws
pertaining to clinical records and procedures.
· Audits clinical records for compliance with regulations, identifies, researches and resolves
discrepancies.
· Prepares charts and documentation for federal and state audits, participates in developing
corrective action plan and monitors for identified discrepancies.
· Prepares department, federal, state, and funding agency reports.
· Coordinates all meetings related to quality management.
· Reviews minutes of medical staff standing committees to summarize information and assist the
Continuous Quality Improvement Committee in problem identification.
· Attends utilization review meetings; records and distributes meeting minutes.
· Acts as liaison with State Department of Mental Health and regional quality management
contractors regarding compliance with regulations.
· Attends relevant state and regional meetings.
· Works closely with department managers in developing program policies which meet
requirements.
· Monitors appropriateness and quality of care; reviews for outcomes, and follow-up.
· Coordinates peer review and collaborates with medical staff on proper procedures and
corrective actions.
· Facilitates implementation of the Bylaws of Sempervirens.
· Participates in development and implementation of new service delivery systems.
· May serve as case coordinator for assigned clients or patients.
QUALIFICATIONS
Knowledge of:
Principles, practices and legal requirements of quality management systems and the use of
patient-related information.
Basic medical and psychiatric terminology, principles, and practices.
Applicable laws and regulations including Short-Doyle and
utilization review procedures.
Basic supervisory principles and practices.
Proper English grammar, spelling, and punctuation.
Methods for auditing and chart review.

3. Skill in:
Interpreting, applying, and communicating complex regulations.
Reviewing medical records, recognizing and resolving discrepancies.
Planning, assigning, and supervising the work of others,
and providing training.
Exercising sound independent judgment within established guidelines.
Establishing and maintaining effective working relationships with those contacted
in the course of the work.
Other Requirements:
Must possess a valid license to practice in California as a Registered Nurse, Licensed or
waivered Marriage, Family, Child Counselor, Licensed or waivered Clinical Social Worker,
Licensed or waivered Psychologist or Physician.
Desirable Education and Experience:
A typical way to obtain the knowledge and skills outlined above is:
Three years of related experience in medical records/quality management or utilization review,
preferably in the mental health field.
ADDITIONAL INFORMATION
CalPERS Retirement
· Tier I: Prior to 7/5/2012: 2.7 @ 55
· Tier II: Post 7/6/2012: 2.0 @ 55
· Tier III: Post 1/1/2013: 2.0 @ 62
Selection Procedure
The County’s Human Resources system operates by a set of rules and procedures which ensure
that employees are hired and promoted on the basis of merit and fitness for the job. Jobs are
filled through competitive examinations.
A complete online application is required for this position, including supplemental questions..
All application materials will be reviewed by a panel of subject matter experts.

4. Those candidates considered to be the most qualified, based on the application
materials submitted, will be invited to a oral examination or examination of education and
experience.
Policy of Nondiscrimination
The County of Humboldt does not discriminate on the basis of mental or physical disability in
the admission or access to, treatment or employment in, its programs or activities. Human
Resources is wheelchair-accessible by entering the Courthouse from the ramp located on the east
side of the building next to the marked handicapped parking. Special testing arrangements may
be made to accommodate disabilities or religious convictions. Contact Human Resources at
(707) 476-2349 well in advance of the examination for assistance.
How to Apply
A complete, original application must be filed for each position you are interested in applying
for. Applications may only be submitted online through the County’s automated
application system at http://www.humboldtgov.org/Job-Opportunities no later than the final
filing date listed on the job flyer. All applications are screened by subject matter experts. The
most qualified candidates may then be invited for further testing.
It is important that your application show all the relevant experience and education you possess.
Please read the job requirements section of the announcement. Be sure you meet these
requirements since they will be carefully evaluated during the selection process. Your
performance in this examination will be compared with the performance of others who take the
test. All candidates who pass will be ranked according to their scores. The
examination results will be emailed to you as quickly as possible. Scores will be provided in
writing only.
To fill a vacancy, Human Resources furnishes the employing department with the names of those
persons having the six highest scores on the appropriate employment list. Employment lists will
remain valid for one year unless extended or shortened by the Board of Supervisors.
MEDICAL EXAMINATION:
A pre-employment medical examination provided by the County will be required upon offer of
employment.
OTHER EXAMINATIONS:
Some positions also require psychological evaluation and/or extensive background investigation.
LICENSES:
Some classifications require possession of valid professional and/or technical licenses. Some
classifications may require the possession of a valid California

5. driver’s license.
PROBATIONARY PERIOD:
Persons appointed to regular County positions serve a probationary period. This is
normally six months, but may be up to one year. All designated safety employees serve a one
year probationary period.
EMPLOYMENT ELIGIBILITY:
It is the County’s intention to hire only those workers who are authorized to work in the United
States, pursuant to the Immigration Act of 1990. If you are offered employment you will be
required to verify your eligibility to work in the United States. For law enforcement positions
you will be required to verify your U.S. citizenship or legalized status.
The County is an equal opportunity employer. We enthusiastically accept our responsibility to
make employment decisions without regard to race, religion or religious creed, color, age, sex,
sexual orientation, national origin, ancestry, marital status, medical condition, mental or physical
disability, military service, or any other classification protected by federal, state, or local laws or
ordinances. Reasonable
accommodation may be made in the testing procedure as well as the work site. If
you need accommodation for an exam due to a disability, please contact the
Human Resources office as soon as possible.
==================
III. Quality management tools
1. Check sheet
The check sheet is a form (document) used to collect data
in real time at the location where the data is generated.
The data it captures can be quantitative or qualitative.
When the information is quantitative, the check sheet is
sometimes called a tally sheet.
The defining characteristic of a check sheet is that data
are recorded by making marks ("checks") on it. A typical
check sheet is divided into regions, and marks made in
different regions have different significance. Data are
read by observing the location and number of marks on
the sheet.
Check sheets typically employ a heading that answers the
Five Ws:

6.  Who filled out the check sheet
 What was collected (what each check represents,
an identifying batch or lot number)
 Where the collection took place (facility, room,
apparatus)
 When the collection took place (hour, shift, day
of the week)
 Why the data were collected
2. Control chart
Control charts, also known as Shewhart charts
(after Walter A. Shewhart) or process-behavior
charts, in statistical process control are tools used
to determine if a manufacturing or business
process is in a state of statistical control.
If analysis of the control chart indicates that the
process is currently under control (i.e., is stable,
with variation only coming from sources common
to the process), then no corrections or changes to
process control parameters are needed or desired.
In addition, data from the process can be used to
predict the future performance of the process. If
the chart indicates that the monitored process is
not in control, analysis of the chart can help
determine the sources of variation, as this will
result in degraded process performance.[1] A
process that is stable but operating outside of
desired (specification) limits (e.g., scrap rates
may be in statistical control but above desired
limits) needs to be improved through a deliberate
effort to understand the causes of current
performance and fundamentally improve the
process.
The control chart is one of the seven basic tools of
quality control.[3] Typically control charts are
used for time-series data, though they can be used
for data that have logical comparability (i.e. you
want to compare samples that were taken all at
the same time, or the performance of different

7. individuals), however the type of chart used to do
this requires consideration.
3. Pareto chart
A Pareto chart, named after Vilfredo Pareto, is a type
of chart that contains both bars and a line graph, where
individual values are represented in descending order
by bars, and the cumulative total is represented by the
line.
The left vertical axis is the frequency of occurrence,
but it can alternatively represent cost or another
important unit of measure. The right vertical axis is
the cumulative percentage of the total number of
occurrences, total cost, or total of the particular unit of
measure. Because the reasons are in decreasing order,
the cumulative function is a concave function. To take
the example above, in order to lower the amount of
late arrivals by 78%, it is sufficient to solve the first
three issues.
The purpose of the Pareto chart is to highlight the
most important among a (typically large) set of
factors. In quality control, it often represents the most
common sources of defects, the highest occurring type
of defect, or the most frequent reasons for customer
complaints, and so on. Wilkinson (2006) devised an
algorithm for producing statistically based acceptance
limits (similar to confidence intervals) for each bar in
the Pareto chart.
4. Scatter plot Method

8. A scatter plot, scatterplot, or scattergraph is a type of
mathematical diagram using Cartesian coordinates to
display values for two variables for a set of data.
The data is displayed as a collection of points, each
having the value of one variable determining the position
on the horizontal axis and the value of the other variable
determining the position on the vertical axis.[2] This kind
of plot is also called a scatter chart, scattergram, scatter
diagram,[3] or scatter graph.
A scatter plot is used when a variable exists that is under
the control of the experimenter. If a parameter exists that
is systematically incremented and/or decremented by the
other, it is called the control parameter or independent
variable and is customarily plotted along the horizontal
axis. The measured or dependent variable is customarily
plotted along the vertical axis. If no dependent variable
exists, either type of variable can be plotted on either axis
and a scatter plot will illustrate only the degree of
correlation (not causation) between two variables.
A scatter plot can suggest various kinds of correlations
between variables with a certain confidence interval. For
example, weight and height, weight would be on x axis
and height would be on the y axis. Correlations may be
positive (rising), negative (falling), or null (uncorrelated).
If the pattern of dots slopes from lower left to upper right,
it suggests a positive correlation between the variables
being studied. If the pattern of dots slopes from upper left
to lower right, it suggests a negative correlation. A line of
best fit (alternatively called 'trendline') can be drawn in
order to study the correlation between the variables. An
equation for the correlation between the variables can be
determined by established best-fit procedures. For a linear
correlation, the best-fit procedure is known as linear
regression and is guaranteed to generate a correct solution
in a finite time. No universal best-fit procedure is
guaranteed to generate a correct solution for arbitrary
relationships. A scatter plot is also very useful when we
wish to see how two comparable data sets agree with each
other. In this case, an identity line, i.e., a y=x line, or an
1:1 line, is often drawn as a reference. The more the two
data sets agree, the more the scatters tend to concentrate in
the vicinity of the identity line; if the two data sets are
numerically identical, the scatters fall on the identity line

9. exactly.
5.Ishikawa diagram
Ishikawa diagrams (also called fishbone diagrams,
herringbone diagrams, cause-and-effect diagrams, or
Fishikawa) are causal diagrams created by Kaoru
Ishikawa (1968) that show the causes of a specific
event.[1][2] Common uses of the Ishikawa diagram are
product design and quality defect prevention, to identify
potential factors causing an overall effect. Each cause or
reason for imperfection is a source of variation. Causes
are usually grouped into major categories to identify these
sources of variation. The categories typically include
 People: Anyone involved with the process
 Methods: How the process is performed and the
specific requirements for doing it, such as policies,
procedures, rules, regulations and laws
 Machines: Any equipment, computers, tools, etc.
required to accomplish the job
 Materials: Raw materials, parts, pens, paper, etc.
used to produce the final product
 Measurements: Data generated from the process
that are used to evaluate its quality
 Environment: The conditions, such as location,
time, temperature, and culture in which the process
operates
6. Histogram method

10. A histogram is a graphical representation of the
distribution of data. It is an estimate of the probability
distribution of a continuous variable (quantitative
variable) and was first introduced by Karl Pearson.[1] To
construct a histogram, the first step is to "bin" the range of
values -- that is, divide the entire range of values into a
series of small intervals -- and then count how many
values fall into each interval. A rectangle is drawn with
height proportional to the count and width equal to the bin
size, so that rectangles abut each other. A histogram may
also be normalized displaying relative frequencies. It then
shows the proportion of cases that fall into each of several
categories, with the sum of the heights equaling 1. The
bins are usually specified as consecutive, non-overlapping
intervals of a variable. The bins (intervals) must be
adjacent, and usually equal size.[2] The rectangles of a
histogram are drawn so that they touch each other to
indicate that the original variable is continuous.[3]
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