Program Site Administrative Assistant

OVERALL RESPONSIBILITY: Under the supervision of the Program Director, performs and oversees the performance of word processing, data entry, and other clerical and administrative functions necessary for the Program Director and program staff to carry out their job responsibilities. The Administrative Assistant is responsible for the maintenance of client files.

REQUIREMENTS:

EDUCATION: High School Diploma or equivalent

EXPERIENCE: Three years experience in clerical / administrative positions

SPECIAL SKILLS AND KNOWLEDGE:

1. Must have excellent computer skills

2. Must be well organized and have good interpersonal skills.

3. Must be a self-starter and demonstrate ability to follow through with projects and tasks.

4. Knowledge of client chart style record keeping systems.

DUTIES:

1. Tracks Outpatient Services staff completion of monthly Client Care plans and Patient Financial Information (PFI) forms and Initial Assessments. Produces monthly information sheet and distributes to staff. Organizes completed documents for Program Director review and signature.

2. Ensures client charts are appropriately maintained. This includes monitoring the check out and returns of charts to chart room, ensuring confidentiality procedures are enforced and that documents are filed according to Department of Mental Health Standards.

3. Obtain and print IS system reports and client data as requested by the Program Director &/or Lead Program Clinician. This may include information about SFPR, PFI Annual Liability time periods and Open / Closed Episode screens.

4. Obtain and print client Medi-cal Eligibility screens for clients monthly and as requested by staff. This shall include clients being considered for entry to the program and annually according to client financial liability period.

SCHARP – Lynwood Administrative Assistant

5. Develops and maintains program client list. Client list minimally needs to include client name, DOB, SSN, MIS number, and billing identification number. The list is to be updated monthly and a copy submitted to IS department and Program Director.

6. Develops and maintains tracking list for client Patient Financial Information (PFI) annual liability dates, DMH Initial Assessment due dates, annual Client Coordinated Care Plan and six month updates.

7. Review and cross check staff documentation to ensure that any information and billing discrepancies are identified.

8. Maintain established “grid” reflecting the number of hours each staff person bills daily. Print and submit to Program Director at least weekly.

9. Ensure needed office supplies are ordered and distributed to program staff.

10. Ensures there are current, adequate forms for the program staff to use and these forms are readily available in the designated place.

11. Assists the Program Director with bi-monthly completion of staff time sheets and mileage reimbursement.

12. Maintain Program Director file system, process check requests, monitor petty cash and bus tokens.

13. Ensures Patient’s Rights, Medi-cal beneficiary and Complaint and Grievance procedure information is posted and that brochures are readily available to clients and visitors. Reorders / downloads supply of information as required.

14. Monitors facility safety issues in conjunction with Human Resources Specialist. This includes maintaining a file of all safety drills, ensures fire extinguishers and other supplies are maintained. Reports needed repairs and maintenance issues to Program Director.

15. Schedules psychiatrist appointments.

16. Contacts pharmacy when necessary to ensure PATS prescriptions are filled

17. Answers telephone in courteous and friendly manner. Takes messages for staff.

18. Serves as the lead for any denied claims and works collaboratively with staff and management to assist in the processing of those claims.

19. Maintains outcome measures spreadsheet to ensure they are completed and entered in the DMH OMA system. Sends emails to staff/management when measures are due and past due.

C:\Documents and Settings\jelder\My Documents\JOB DESCRIPTIONS\from Michael 4-2010\SCHARP-lYNWOOD Administrative Assistant rev 5-2010.doc 4-2010

SCHARP – Lynwood Administrative Assistant

20. Enters FSP referrals in the SRTS system for processing.

21. On a monthly basis, calculates staff percentages, prints out notes aging reports and psychiatric schedules for each clinician on the Children’s Outpatient and TAY program.

22. Ensures client information in Clinitrak is current and up to date with changes in demographic information and treatment team assignment.

23. Other administrative duties as assigned.

ADDITIONAL RESPONSIBILITIES:

This description does not state or imply that the duties listed are the only duties to be performed by the employee. Employees are required to follow job-related instructions and perform other job related activities requested by their supervisor.