What are the responsibilities and job description for the Program Assistant position at Life Management Center of NW Florida, Inc.?
TITLE OF POSITION: EPIC Program Assistant
COMPONENT: Early Psychosis Intervention and Care (EPIC)
MINIMUM TRAINING, CREDENTIALS AND EXPERIENCE REQUIRED: High school diploma or equivalency, and two years experience as a unit clerk in an inpatient setting, in a medical or mental health clinic, or in office management. Successful completion of a two-year course of study in commercial or general business subjects at an accredited vocational technical school may be substituted for the required experience. College training may be considered on a year-for-year basis for the required experience. Knowledge of computer and multiple softwares, accounting procedures, medical records management, and personnel policies and procedures necessary. Valid drivers’ license required.
Compliance with minimum standards for screening of mental health person-nel as contained in F.S. 394.4572.
SUPERVISOR: EPIC Team Leader
POSITIONS SUPERVISED: None
WAGE AND HOUR STATUS: Non-exempt
DESCRIPTION OF DUTIES AND RESPONSIBILITIES:
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COMPONENT: Early Psychosis Intervention and Care (EPIC)
MINIMUM TRAINING, CREDENTIALS AND EXPERIENCE REQUIRED: High school diploma or equivalency, and two years experience as a unit clerk in an inpatient setting, in a medical or mental health clinic, or in office management. Successful completion of a two-year course of study in commercial or general business subjects at an accredited vocational technical school may be substituted for the required experience. College training may be considered on a year-for-year basis for the required experience. Knowledge of computer and multiple softwares, accounting procedures, medical records management, and personnel policies and procedures necessary. Valid drivers’ license required.
Compliance with minimum standards for screening of mental health person-nel as contained in F.S. 394.4572.
SUPERVISOR: EPIC Team Leader
POSITIONS SUPERVISED: None
WAGE AND HOUR STATUS: Non-exempt
DESCRIPTION OF DUTIES AND RESPONSIBILITIES:
- Maintain records of staff time worked and leave time
- Maintain and review with the Team Leader the budget for operations of the EPIC facility and assure that all purchases of supplies and equipment remain within that budget
- Order and maintain program supplies, equipment, and furniture; arrange for repair of office furniture and equipment; record mileage logged on program vehicles; and arrange for maintenance of program vehicles
- Record admissions and discharges to provide a source of information for statistical reports
- Maintain EPIC client charts according to Center policies and external agencies, including the following: set up Electronic Medical Records for newly admitted clients; file materials in client EMR to assure current, accurate information is available; and monitor EPIC clinical EMR in coordination with the team leader, to assure that they are being maintained in accordance with program policies and procedures
- Inform and consult with EPIC staff for the proper maintenance of EPIC clinical records and conduct in-service training for EPIC staff regarding clinical charting requirements
- Update and maintain a policies and procedures manual to assure that current and accurate information is available to staff
- Type letters, memos, and reports using word-processing equipment
- Prepare letters to request medical records and client authorizations and maintain a log of requests and records received
- Design and maintain forms to obtain and maintain Medicaid, Medicare, or insurance information regarding all EPIC persons served
- Collect necessary data and prepare required reports
- Sort, route, and prioritize incoming mail with distribution to appropriate staff
- Answer telephone calls including performing the following: (1) triage and coordinate communication between the team and persons served; (2) get answers to questions for clients, families, community resources, and agencies; (3) work with callers to relieve urgent situations or to temporarily manage them until other staff are available; (4) attend to symptomatic behavior (shouting and pacing) of persons served who come into the EPIC office for appointments with staff or of those who come in without a clear purpose (persons without something to do or who come in because of distress); and (5) decide when and how to quickly refer calls to other staff
- Manage and operate a system to disperse Incidental Funds to persons served according to individual client budgets and in accordance with clients’ treatment plan
- Communicate regularly with financial guardians and protective payees of persons served to coordinate individual client budgets between the EPIC program and guardians or payees
- Manage and operate the system to document all cash transactions with receipts signed by clients upon receiving cash
- Manage and operate the system to receive money from guardians or payees, maintaining a record of receipt and the current balance for each person served
- Communicate with landlords regarding client rental agreements and payment of rent
- Complete all data input and operate or coordinate the computer and management information systems for the program
- Maintain and record all orders, purchases, and documentation of all Enhancement fund transactions
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