Clinical Program Support Specialist

Summary

Under the supervision of the Director of the Trauma Recovery Center Clinical Program Support Specialist responsible for various reception and administrative functions in support of the clinical site.

Program Support Essential Duties and Responsibilities

• Schedules meetings and trainings and make travel arrangements.
• Maintains inventory and orders supplies for the program.
• Develops and maintain site intake and other calendars.
• Composes and distributes a variety of letters, documents, spreadsheets, graphs and analysis.
• Makes copies, sends faxes and distributes documents.
• Ensures that vehicles assigned to site are compliant and maintained appropriately:
• Monthly vehicle inspections
• Monthly washes
• Vehicle maintenance
• Assists the team in preparing for audits, site visits, medical records requests, etc.
• Assists Director in the preparation of monthly expense report reconciliation.
• Works with the training department and Director to ensure site staff are in compliance on agency required trainings.
• Receives, date stamps, separates and distributes incoming mail or other materials to staff; determines appropriate receiver based on subject of correspondence or mail.
• Reporting preparation and coordination, as requested.
• Maintain accurate electronic & hard copy filing systems as appropriate.

Membership Duties

• Performs several front and back-office functions that are related to appointments, insurance verifications, collection of fees, and providing member training on use of Kiosks.
• Performs several customer service functions related to maintaining the lobby and front office areas and ensuring members receive a positive customer service experience while waiting.
• Performs several medical records functions related to the maintenance of member’s records and processing of requests for records.
• Performs several functions related to member benefits that ensure that members’ insurance information is current, they are eligible for the requested service, and assisting with the screening or application of state funded benefits.
• Performs several registration functions that ensure a member’s record is opened and ready for clinical services to begin and gathering pertinent information, releases, and identifications.
• Performs several telephonic, scheduling, and resource functions that ensure callers are routed to the appropriate contacts, messages are documented according to protocol, or providing general information regarding available resources within the community.
• Assisting in the quality management process by facilitating the dissemination of information aimed at collecting satisfaction data or issue resolution.
• Works collaboratively with all levels of staff to ensure effective Membership operations.
• Performs other duties as assigned in keeping with the growth and general responsibilities of the position.

Skills & Requirements

Education and Experience

• High School Diploma. A related Certification, Associate's, or Bachelor's degree substitutes for the required experience AND;
• 5 year combination of training and experience

Skills:

• Bilingual Spanish, preferred.
• Knowledge of principles and processes for providing excellent customer service.
• Knowledge of administrative/clerical procedures and office equipment.
• Ability to follow written and oral instructions, and to communicate effectively both orally and in writing.
• Ability to establish and maintain effective working relationships with staff, providers, members, funding sources and other agencies.
• Ability to maintain confidentiality and comply with HIPAA standards.
• Familiarity with various diverse ethnic and cultural groups.

Certifications:

• Fingerprint Clearance, required