Clinical Program Support Specialist

Description

• 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.
• Performs other related activities in accordance with agency growth and changes.

• Performs several customer service-related functions related to maintaining the lobby and front office areas and ensuring members have a positive experience while waiting. 
• Checks individuals in for appointments, groups or drop-in sessions.  
• 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.
• Performs several registration functions to ensure a member’s record is opened and ready for clinical services to begin; gathers pertinent information, releases, consents and identification for members. 
• 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 for- or application of state-funded benefits. 
• Processes requests for medical records. 
• Works collaboratively with all levels of staff to ensure effective operations. 

Qualifications

• High School Diploma. A related Certification, Associate's, or Bachelor's degree substitutes for the required experience.

• 5 year combination of training and experience

• Valid Arizona Driver’s license, proof of current insurance and willingness to use personal vehicle.  Driver’s license is an essential requirement for performing duties for this position.
• Clean Motor Vehicle Record - no more than 2 moving violations or a license suspension in past 3 years.

• 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.