Program Documentation Specialist

Job Description

Job Description

Location: Fredericksburg, Virginia – In Office
Employment Type: Part-Time
Expected Hours: 15-20 hours per week
Schedule: Flexible weekday schedule
Pay: $20 per hour

About RISE Services

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.

Position Overview

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.

Schedule

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.

Key ResponsibilitiesVocational Rehabilitation Report Writing

• 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.

Virginia Medicaid Waiver Documentation

• 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.

Benefits Planning Documentation Support

• 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.

Monthly Documentation and Tracking

• 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.

Documentation Quality and Accuracy

• Proofread reports and documentation for grammar, spelling, clarity, accuracy, consistency, and professional presentation.
• Use strong writing skills to communicate information clearly, professionally, and logically.
• Verify names, dates, service periods, employment information, authorization information, and other material facts against available source records.
• Analyze information from multiple sources and determine how best to present it in a clear and organized format.
• Use approved RISE Services templates, naming conventions, systems, and document-storage procedures.
• Maintain the confidentiality of client and employee information and comply with HIPAA and all applicable privacy requirements.
• Maintain an organized workload and communicate promptly when missing information may affect a deadline.
• Assist with improving report templates and documentation workflows as assigned.

What We’re Looking For

The ideal candidate is someone who is:

• An excellent professional writer and proofreader.
• Able to explain information clearly, accurately, and professionally.
• A thoughtful problem-solver who can identify issues, evaluate available information, and determine appropriate next steps.
• Extremely detail-oriented.
• Comfortable reviewing information from multiple documents and turning it into a clear, organized report.
• Able to recognize missing, conflicting, or unclear information and follow up appropriately.
• Able to work independently and manage recurring deadlines.
• Comfortable following established templates and documentation requirements.
• Organized and able to track multiple assignments simultaneously.
• Comfortable communicating with staff when information is missing or clarification is needed.
• Proficient with Microsoft Word and Excel.
• Able to learn electronic case-management, documentation, and tracking systems.

QualificationsRequired

• High school diploma or equivalent.
• Strong professional writing, proofreading, and document-preparation skills.
• Ability to problem-solve and use sound judgment when reviewing, organizing, and clarifying information.
• Strong attention to detail.
• Ability to synthesize information from multiple records into clear and accurate documentation.
• Ability to identify inconsistencies, missing information, and documentation issues.
• Ability to manage multiple recurring deadlines.
• Proficiency with Microsoft Office, particularly Word and Excel.
• Ability to maintain confidentiality when working with sensitive information.

Preferred

• Associate or bachelor’s degree in human services, rehabilitation, business, communications, or a related field.
• Previous experience with human services documentation.
• Experience with vocational rehabilitation services.
• Experience with Virginia Medicaid Waiver documentation.
• Experience with Benefits Planning documentation.
• Familiarity with documentation requirements in regulated or publicly funded programs.

Work Location

Fredericksburg, Virginia

This position is intended to be performed in the RISE Services Fredericksburg office. Because the role involves ongoing coordination, documentation review, and access to organizational systems and records, candidates must be able to reliably report to the Fredericksburg office according to their established work schedule.

Why This Position May Be a Good Fit

This role may be particularly well suited for someone seeking a consistent 20–25-hour professional workweek who has excellent writing, problem-solving, and organizational skills but does not necessarily want a traditional full-time schedule.

The flexible weekday structure allows the selected candidate to work approximately three days per week or shorter shifts throughout the Monday–Friday workweek while serving an important documentation and quality-support function within RISE Services.

RISE Services is an Equal Opportunity Employer.

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