JOB DESCRIPTION
POSITION | PROGRAM ASSISTANT | REVISION DATE |
PROGRAM | ADULT CASE MANAGEMENT & OUTPATIENT SERVICES | 4/2/2025 |
POSITION SUMMARY | This position is responsible for the day-to-day reception and clerical duties. This position will also serve as the primary support service staff and authorization specialist for the Adult Case Management & Outpatient Services Team. This position is not exempt from the minimum wage and time card provisions of the Fair Labor Standards Act as amended. |
REPORTS TO | Program Director. This position is guided by the position description, agency and program policies and procedures, applicable State and Federal laws, and the standards and requirements of the pertinent professional organizations and disciplines. |
CLASSIFICATION | Full-Time, Non-Exempt |
COMPENSATION | $15 - $17/Hr. |
I. CORE FUNCTIONS |
Administrative Duties | - Must be punctual and ready to work Monday thru Friday from 7:45am to 4:30pm.
- Respect the cultural values and beliefs of persons served at all times.
- Maintain confidentiality of persons served at all times.
- Adhere to the ethical code of conduct at all times.
- Answer all incoming phone calls in a timely, courteous and professional manner. Ensure that incoming calls are routed to the appropriate individual or extension. Take phone messages as necessary, ensuring that information is gathered accurately and forwarded to the appropriate individual in a timely manner.
- Maintain the office according to routine business office standards. Establish and maintain, as necessary, procedures to ensure that filing and storage systems are systematic, well-organized and consistent with industry standards. Ensure all necessary forms and paperwork are readily available and updated, as necessary.
- Ensure that office supplies and related program needs are in sufficient supply and/or ordered in a timely manner. Ensure proper maintenance of office equipment and coordinating repairs as needed.
- Type letters, reports and prepare other documents, including transcribing documents as necessary or directed in a neat, accurate and timely fashion.
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Program Duties | - Create and/or maintain data collection systems necessary to support the reporting needs of the assigned program. Ensure that data entry is completed in an ongoing and timely manner, that necessary reports are generated according to necessary timelines and that all information is accurate and complete.
- Assist, as necessary or requested, in scheduling/re-scheduling client appointments. Work with Clinical, Nursing, and Physician staff to develop/maintain a system of reminders for client appointments to assist in the reduction of no-show rates.
- Conduct screening and intake of potential clients as they are referred for services, create client charts ensuring all necessary labels, index tabs and intake forms are completed and filed according to the table of contents on a timely and accurate manner, and forwarded to the appropriate assigned Case Management or Clinical staff for assessment and treatment planning.
- Develop and/or maintain a system for ensuring that all services provided are authorized by the appropriate insurance or contract provider. Ensure that all required processes are followed, and billing codes are accurate and completed in a timely manner.
- Ensure client charts are maintained according to contract, Quality Assurance, and all other applicable statutory standards and requirements. Ensure that each client chart contains all necessary and requisite forms, and that each is completed in a timely and accurate manner, and filed in the appropriate section(s) of the client record. Work closely, as necessary, with all Case Management and Clinical staff to ensure that all necessary chart forms are completed and available in a timely manner.
- Assist, when necessary or directed, with the provision of clerical and related support services for other teams and/or programs.
- Follow up with discharged clients, conduct post-discharge surveys at established timelines. Collect and store data for use with program planning and reporting.
- Assist, as needed or directed, in the coordination of client care with other service providers, including requesting and receiving clinical information relevant and necessary for clinically effective and appropriate care. Ensure effective communication and transfer of information between providers, according to agency policy, contract requirements, and any applicable state and federal statutory requirements.
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II. OTHER FUNCTIONS | - Perform any and all other duties as may be requested and which are consistent with the position but not otherwise identified.
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III. QUALIFICATIONS |
Knowledge/Abilities | - Must be familiar with office procedures and office technology.
- Must have a demonstrated ability to organize work and work environment, set priorities, and follow tasks through to completion.
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Technical Skills | - Must be able to communicate effectively, both verbally and in writing, in the English language.
- Must be able to accurately type from dictation and/or from handwritten records, and accurately proofread one's own work.
- Must be familiar with a variety of computer programs including Word, Excel, PowerPoint, Teams, Publisher, and Canva with the ability to excel in proficiency.
- Must be able to type or complete word-processing assignments, with accuracy, at a minimum of 45 words per minute.
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Education/Experience | - Minimum Requirements:
High School Diploma, or equivalent from accredited institution with prior office experience in health related setting preferred. - Preferred Qualifications:
Associate's Degree in business office or clerical related field with demonstrated experience in office management preferred. |
Physical Requirements | - Must be physically able to perform the duties of the position with efficiency.
- Able to complete all physical requirements of the job with or without a reasonable accommodation. Any physical condition which could cause the applicant to be a hazard to himself/herself, or to others, will disqualify him/her for appointment.
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IV. OTHER REQUIREMENTS | - Valid driver's license and clean traffic abstract within the past three years and ready access to an insured vehicle.
- Availability to work flexible hours, including nights, weekends and holidays.
- Provide consent and necessary information for a criminal background check.
- Consents and submits to drug testing.
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Equal Employment Opportunity (EEO) Statement:
We are an equal opportunity employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state, or local protected class.
Work Environment and Physical Demands:
This job operates in a professional office environment. The role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, or crouch.
Work Hours and Travel Requirements:
This position requires availability to work flexible hours, including nights, weekends, and holidays. Travel is primarily local during the business day, although some out-of-area and overnight travel may be expected.
Professional Development and Training:
The Position is expected to participate in ongoing professional development opportunities and attend relevant workshops and training sessions as deemed necessary by the Supervisor.
Job Description Disclaimer:
This job description is intended to convey information essential to understanding the scope of the position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with the position. Duties, responsibilities, and activities may change at any time with or without notice.
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Printed Name | | Employee Signature | | Date |
Salary : $15 - $17
