Administrative Assistant/Receptionist

JOB SUMMARY: This non-exempt position, in cooperation with the Community Integration Director serves as the point of contact for supported employment and recidivism referrals Responsible for scheduling client appointments and manages employment specialist and behavioral health clinician schedules, assists with tracking treatment plans and document compliance, assists the Community Integration Program with program specific demands as well as agency and community communication. The Community Integration Assistant is responsible for ensuring that policies, procedures, and practices comply with applicable state, behavioral health, grant and federal regulation; and are consistent with the agency’s mission statement, core values, and service principles.

ESSENTIAL FUNCTIONS: Coordination/Compliance of several programs : Be the point of contact for supported employment and recidivism referrals that come into the agency. Prepare intake paperwork, request records, build paper and electronic file, enter minimal data set into AKAIMS. Ensure that no new services are provided until a Treatment Plan, completed, and signed off by the clinician, is obtained unless otherwise approved. Make appropriate referrals to internal and external resources to ensure wrap around services. Establish and maintain positive professional relationships with participants and their relatives/guardians and other community agencies/programs. Assist in tracking treatment plans to ensure approved plans are on storage prior to the delivery of services. Assist in tracking renewal treatment plans and service authorizations (SA) to ensure completion, timeliness, and storage in the electronic file. Participate in case reviews (clinical and compliance) and assist with data collection to track measurement of client outcomes. Assist clinician with meeting treatment plan deadlines. Assist clinicians and administrative staff in scheduling and communication of schedules to clients, as well as completing reminder calls for appointments as needed. Ensure that services are being delivered in the amount, frequency and duration specified in the treatment plan and facilitate the request of service authorizations as needed. Maintain behavioral health active and waitlist caseload lists. Assure POCs are regularly sent to Medicaid for travel authorizations. Coordinate travel for clients, including acquiring travel vouchers and scheduling staff. Assure clients receive travel vouchers, and unused vouchers are entered into the Medicaid compliant tracker. Call and text clients and/or staff members for appointment reminders as needed. Administrative Duties: Maintain official records in accordance with FCS policies and procedures, program requirements and state or federal regulations. Perform compliance record reviews and compile quarterly reports for COA file reviews. Assist with file discharge process. Assist with filing electronic files. Add new material to file and create new files as necessary. Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage according to file maintenance guidelines and/or legal requirements. Find and retrieve information from files in response to requests from authorized users. Ensure file reviews are done on a regular basis to maintain quality of all required paperwork; FCS forms, approved POC amendments, level of care and releases. Maintain schedule for agency conference rooms; notify personnel of any conflicts. Maintain confidentiality as per policies. Help to create and modify program-specific forms and systems to ensure quality and compliance. Perform quality assurance reviews of Treatment plans and assessments as notified by clinician. Assist Behavioral Health clinician with administrative duties. Assist in maintaining the Treatment plan date tracker and coordinate with clinicians to ensure no lapses in a treatment plan. Review and verify billable services verified by the agency. Receive, review, and compare data from a variety of sources for accuracy and completeness. Assist in the review of service task content. Identify discrepancies or inaccuracies of documentation. Report service documentation progress, including non-conformities, analysis of cause and corrective action to supervisors and department directors. Compile reports for supervisors regarding missing service documentation for his/her client and staff, as requested. Attend meetings as required. Complete special projects as assigned. Enter client demographic information and basic services for scheduling.

ADDITIONAL REQUIRED JOB DUTIES: Help the FCS BH team meet its quality improvement, evaluation, and reporting requirements. Coverage for front desk as needed. Spend 25% of working hours supporting IPS clients and team members. Drive clients to appointments and assist the team with service delivery. Other duties as assigned.

QUALIFICATIONS, EDUCATION AND EXPERIENCE REQUIRED: One year of Clerical Experience. A current Alaskan Driver’s License and proof of current automotive insurance. Knowledge of Medicaid billing preferred. Working knowledge of computers and computer programs including Excel, Word, and Outlook. Awareness of community resources. Experience working with individuals experiencing a disability or behavioral health needs preferred.

PHYSICAL REQUIREMENTS: Occasional climbing, balancing, stooping, kneeling, crouching, reaching and crawling. Perform occasional work involving exerting 10-25 lbs. of force occasionally, or 10-15 lbs. of force frequently, or an amount greater than negligible and up to 10 lbs. constantly to move objects.

LICENSES AND SPECIAL REQUIREMENTS: Position is subject to a background check and pre-employment drug screening. Must take TB test annually. Must have CPR and First Aid Certification bi-annually (in-house training course available on site). Attend and successfully pass basic MANDT training.

TO APPLY: In-house applicants need to fill out an In-House Job Placement form, attach an updated resume and send it to the HR Department. Applicants from the general public should complete Frontier Community Services employment application packet. A complete job description is available from Human Resources. Return application to Frontier Community Services’ HR Department located in the Copper Center or mailed to 43335 K-Beach Rd. #36, Soldotna, AK 99669, or emailed to work@fcsonline.org.

POSITION: $19.95-20.97 per hour DOE, plus benefit package. Full-Time Non-Exempt position

Job Type: Full-time

Pay: $19.95 - $20.97 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Application Question(s):

• Do you have experience with Medicaid travel?

Are you willing and able to transport clients in your own vehicle?

Experience:

• Administrative: 1 year (Required)

Work Location: In person

Salary : $20 - $21