Assistant Admin I - Tulsa, United States - Family & Children's Service

Description

DUTIES AND RESPONSIBILITIES:
Administrative Duties

• General administrative support
• Provide administrative support to supervisor.
• Perform word processing, prepares correspondence, reports, manual, and other written Proof all typed material with original form for accuracy. Recommend any editing improvements to documents.
• Perform related data entry tasks and database management Create forms, tables, spreadsheets, and assists in special projects.
• Maintain filing for program.
• Register clinician and/or directors for conferences. Arrange travel/lodging, if necessary.
• Provide on-site consultation and problem-solving expertise for office staff.
• If applicable, work closely with other super users to identify and utilize the full potential of the EHR system.
• Identify and immediately communicate related workflow issues, concerns, and/or operational functions to the Supervisor to improve efficiency and client service.
• Cover front desk for meetings or occasional unexpected absences.
• Inventory and maintain adequate supply of clinical assessment tools.
• Compliance Duties - if applicable/varies by program
• Complete Medicaid Eligibility Verifications and procure of Medicaid numbers and Member ID numbers when required.
• Monitor and comply with standards for implementation of program assessment tools; provide notification/reminders to staff for compliance with Score and provide results as necessary.
• Provide notifications to staff and directors of needed updates and/or system Assign extra tasks to staff for extra hours as needed.
• Utilize EHR system and other resources to supervisor; generate and delivery assigned daily, weekly and monthly reports.
• Administer client kiosks as needed.
• Cash and credit card management
• Conduct bank runs for petty cash and change reserve, purchase gas cards, and follow agency protocols regarding check-out of agency charge cards (i.e. WalMart, Office Depot, etc).
• Ensure safety and security of all agency monies (i.e. petty cash funds, assigned agency credit cards, etc.) with highest integrity by following all established policies on front desk cash handling and reconciliation procedures.

Front Desk Duties

• A

Telephone Operations:

• A

nswer all incoming calls timely and transfer to appropriate parties.

• Demonstrate proper telephone etiquette and maintain solid customer relations by handling questions and concerns promptly and with courtesy and patience. Take and distribute messages as requested.
• Promptly report concerns regarding telephone dysfunction to the front desk supervisor or manager of support services.
• Utilize the EHR system efficiently to answer callers' questions, as appropriate given clients' rights and legal and ethical considerations.
• Maintain logs of calls and any additional information required for various reports or special projects requested by management.
• Ensure daily opening and closing of building. Ensure call forwarding has been set each evening and system is restored each morning.
• Front Desk Workflow:
• Open and close building Set call-forwarding before leaving each evening and restore system each morning. Ready the reception area each working day and ensure the front desk is fully operational at the start of business hours.
• Maintain daily, weekly and monthly operations by following policies and procedures.
• Update directories and reference material kept at the front desk then distribute as appropriate.
• Establish and maintain office files, logs and other administrative front desk reports.
• Identify areas of system improvement; suggest changes to supervisor.
• Disseminate internal communications, including messages, faxes, emails, memos, Access overhead paging system, if appropriate, to make announcements.
• Generate reports as requested by staff or management.
• Operate copy machine.
• Ensure availability of agency forms and office supplies.
• Work in partnership with Call Center by utilizing intake inquiry system and ensuring inquiries contain accurate caller information.
• Maintain a safe and secure working environment. Report concerns to leadership regarding safety, staff issues, and noncompliance activities within agency policies and procedures.
• Responsible for inventory control and office supply acquisition and management.
• Client and Public Engagement:
• Greet and assist all visitors and clients. Be courteous, polite and helpful to the public and clients at all times with continuous awareness of maintaining a positive agency image.
• Calmly and efficiently assist with complaints and difficult or emotional client situations; handle all situations in a professional manner, exhibiting excellent customer service skills at all times.
• Promptly report concerns regarding safety issues, customer service and/or client complaints, and noncompliance activities of agency policies and procedures to the front desk supervisor/manager of support services.
• Maintain a good working knowledge of agency and community services.
• Monitor waiting room and client needs. Maintain a comfortable, orderly waiting room.
• Keep client appointments on schedule; review service flow compared to schedule. Notify provider of appointments.
• Use research skills to troubleshoot client or staff problems.

Financial Recording of Daily Business Activities - if applicable varies by program.

• A

. Make payor source assignments in the electronic system. Determine financial status of patients and record and update financial information in the EHR system; record and collect client fees and co-pays.

• B. Ensure all services reported are captured and entered into the EHR system according to protocol. Prepare and audit EHR system "End of Business Day'' reports to ensure accuracy in day-to-day functions.
• C. Provide immediate notification to supervisor regarding client accounts, delinquency of client payments and issues involving timeliness of service entry into the EHR system.
• D. Make payor source assignments in the electronic system. Determine financial status of patients and record and update financial information in the EHR system; record and collect client fees and co-pays.
• E. Ensure all services reported are captured and entered into the EHR system according to protocol. Prepare and audit EHR system "End of Business Day'' reports to ensure accuracy in day-to-day functions.

Program Specific Duties

• Track and Report WJT and WIR Data
• Collect and enter criminal justice data on WIR and WJT clients including assessment date, referral source, judge, criminal history, charges, children, etc.
• Collaborate with WJT and WIR supervisory staff and program consultants around data collection, reporting, benchmarks and program outcomes.
• Collaborate with WIR and WJT staff on system improvements to address data collection and data input.
• Maintain data system expertise to maximize tracking and reporting benefits.
• Develop and oversee tracking systems for special projects and new programs.
• Management and Expansion of Grants, Contracts and Internal Benchmarks
• Manage the SNAP grant for employment and education services as needed.
• Develop and maintain employment outcome data collection and reporting.
• Create efficient billing and invoicing procedures for SNAP.
• Maintain monthly Participant Activity Sheets.
• Submit and track reverse referrals for clients.
• Track client SNAP eligibility and add-on support receipts.
• Coordinate with leadership and staff to ensure compliance in documentation for all SNAP eligible clients.
• Coordinate with finance department and state liaison on invoicing and monthly reports.
• A

dministrative and Training Duties

• A

ssist in establishment of administrative procedures with expansion of WJP programming and clients.

• Provide ongoing staff training on established documentation and data collection procedures and proper utilization of tracking systems.
• Establish procedures and protocols on proper documentation and utilization of data system.
• Participate in staff meetings, in-service training, and workshops.
• Perform other duties as assigned.

ESSENTIAL COMPETENCIES:
Must be able to demonstrate competencies and adhere to the values and core principles of CCBHCs.


At a minimum they include:

• Coordination & Collaboration Accessible & Available Evidenced Based
• Person-Centered Care Family-Driven Care Recovery Oriented Trauma Informed Data Driven
• Co-Occurring Capable Culturally Competent

All CCBHC required training courses must be completed within in 30 days of hire.

CCBHC clinical staff will utilize telehealth options when needed to improve a client's health by permitting two-way, real time interactive communication between the client and the practitioner at the distant site.

This electronic communication means the use of interactive telecommunications equipment that includes, at a minimum, audio and video equipment.


ESSENTIAL BEHAVIORS:

• A

dditional assignments are assumed willingly.

• Demonstrates sensitivity to cultural and ethnic differences in all interactions.
• A

dheres to agency policies and procedures and supports agency mission and values.

• Completes all required paperwork and reports accurately in a timely manner.
• Meets established performance/productivity standards as determined by program and agency leadership.
• Practices accountability, confidentiality and strong ethical standards.
• Demonstrates integrity as evidenced by honesty, trustworthiness, respect for self and others, sincerity, and valuing diversity.
• Demonstrates the ability to work collaboratively with other personnel and/or service providers or professionals.
• Utilizes agency technology and attends training on updates and/or new applications.
• Exhibits responsibility through good attendance, effective time management, dependability, self-discipline, flexibility, and working independently.
• Promotes team building through encouragement, support, shared decision-making, and the seeking of synergistic results.
• Utilizes supervision appropriately and willingly participates in training, demonstrating a desire for learning and professional development.
• Communicates effectively both verbally and in writing.
• Partners with and openly communicates and collaborates with department associates, program managers, and other staff associates, program managers, and other staff associates.
• Demonstrates excellent customer service both internal and external.
• Openly supports departmental and organizational changes.
• Participates in identifying continuous improvement areas within department or agency and presents possible solutions.
• Consistently produces quality work.
• Utilizes necessary knowledge and skills to perform the job, keeping current with new and best practices.

Attends and participates in required department and agency meetings and trainings.