Client Services Specialist -Bilingual

About Us: 

Counseling 4 Kids is a resilient community mental health agency driven by our steadfast commitment to quality care and unparalleled dedication to client engagement. At the core of our mission is a profound belief that every child deserves compassionate support and effective treatment. We prioritize our clients above all else, ensuring their needs are met with empathy and expertise.

Why Counseling4Kids? 

Our agency is not just a place of work; it's a dynamic environment where innovation, teamwork, and resilience flourish and where resilience is valued. We embrace creativity and collaboration, fostering a culture of welcoming and nurturing new ideas. Our commitment to staff well-being is paramount, providing a supportive and inclusive atmosphere where every team member can thrive and grow professionally.

As we continue to evolve and expand our services, we invite visionary leaders in mental health to apply for our Receptionist position. This pivotal role offers the chance to shape our agency's future, lead a dedicated team of professionals, and profoundly impact the lives of children and families in our community. If you are passionate about transforming lives, driving innovation, and upholding the highest standards of care, Counseling4Kids is the place for you.

About the Role: This is for a contracted employee role, with an expected duration of six (months). At the end of the contracted period of employment, job performance, attendance, attitude and overall interest in the job will be assessed in a performance evaluation to determine if an offer of full-time at will employment will be made, if the contract period will be extended, or if the contract will be ended without further offer of employment. 

JOB SUMMARY: The Client Services Specialist’s responsibility is to fully engage and nurture the needs of each client by effectively and efficiently processing documentation which will facilitate the coordination of services and resources available through Counseling4Kids.  Provide a high level of customer support that is professional, personal, and sensitive to the needs of clients while adhering to C4K’s policies and procedures.  Effectively establish supportive relationship with clients, staff, and outside entities to garner resources necessary to provide comprehensive services to all clients. Works effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listening to and objectively considering the ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues constructively to find mutually acceptable and practical business solutions; addressing others by name, title or other respectful identifier, and respecting the diversity of our work force in actions, words and deeds. The Client Services Specialist shall perform the duties below: 

ESSENTIAL FUNCTIONS:

General Administrative Duties

• Uphold the mission of Counseling4Kids.
• Serve as the primary contact in the reception area for clients and visitors.
• Perform general reception duties such as: maintaining the waiting area and therapeutic spaces.
• Assign and track all incoming client referrals and transfers, including:
  • Obtaining necessary referral information including releases from the child’s attorney.
  • Communicating with the referring party about the ongoing status and needs of the client prior to assignment and making necessary referrals for clients when appropriate.
  • Entering client data into all necessary databases, i.e. Exym.
  • Entering client into the providers Medi-Cal batch once assigned.
  • Checking Medi-Cal eligibility and referrals at the point of assignment.
  • Open and close episodes in IBHIS System.
  • Conduct PHI checks.
  • Maintaining and managing a priority of service list as necessary, including prioritizing referred clients based on urgency of need and time referred.
• Coordinate transfer of clients to new therapist when needed, including making changes in IBHIS and Exym. 
• Maintain correct client information in IBHIS and Exym, including ensuring that both systems contain identical client/case information and correcting discrepancies as needed.
• Create and maintain client Financial Folder including:
  • Complete Payer Financial Information (PFI) form and UMDAP at intake.
• Ensure all client files are complete and compliant to agency standards.
• Client Records:
  • Open/close/update cases.
  • Chart creation.
    • Open/close/update cases in Exym and IBHIS.
  • Review clinicians’ paperwork and make corrections, or alert clinician or supervisor as appropriate.
  • Enter clinical paperwork into Exym and track all incoming hard copies of chart documentation.
  • Close out of the Medi-Cal batch at discharge.
  • Complete and update Service Request logs in Exym.
• Assist the clinical staff with administrative support on routine daily tasks and on special projects (i.e. help with letter-writing, copying, faxing, contacting providers and community partners, gathering materials, doing research, creating spread-sheets, tracking data, and creating reports).
• Running weekly reports, scanning and filing as needed.
• Attend weekly referral meetings.
• Must be empathetic and have excellent listening skills

Physician Support

• Track and assign all medication referrals.
• Assist Psychiatrist as needed, including:
  • Completing and tracking medication authorization forms.
  • Making medication appointments and performing reminder phone calls to caregivers/clients and providers.
  • Providing translation services.
  • Providing support related to the physician’s completion of required documentation of services provided including ensuring that the medication services, goals, and signatures are added to the Client Treatment Plan when cases are opened and at the annual CTP renewal.
  • Track completion of medication services on CTPs through reports in Exym.
• Assist with preparing for Client Service meetings and trainings as necessary.
• Participate in cross-training for administrative duties and functions and provide administrative coverage and support when necessary.
• Other duties as assigned. 

MINIMUM QUALIFICATIONS:

• Knowledge of DMH systems and procedures
• Knowledge of the Integrated System and Medi-Cal billing
• Knowledge of Microsoft Outlook, Word, and Excel
• Bilingual English/Spanish preferred
• BA in psychology, social work or related field

OR

• One of the following equivalents:
  • AA degree in related field and minimum 2 years relevant work experience
  • 4 years related work experience in a mental health agency

 EEO Statement:

Counseling4Kids provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Counseling4Kids complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Counseling4Kids expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Counseling4Kids’ employees to perform their job duties may result in discipline up to and including discharge. 

Salary : $22