What are the responsibilities and job description for the Office Assistant, Support position at Stars Behavioral Health Group?
JOB SUMMARY: This position has primary responsibility for administrative support of TEAMMATES services. This position performs a wide variety of clerical and administrative task including typing, preparing reports, entering data, maintaining files, assisting with TM Supervisors and Coordinators intake process, receiving visitors and the processing of confidential information. Additionally, the position will assist with billing audits, chart reviews, tracking reports and forms, creating reports and general QA tasks assigned. Office Assistants may assist with audits conducted at any center under the facilitation of the Administrative Services Director, the QA Manager, the TEAMMATES Clinical Data Assistant or the Medical Records Coordinator.
MINIMUM QUALIFICATIONS
Education
High School diploma or equivalent required.
Associates Degree preferred.
Experience
One (1) year general office experience required without Associates Degree.
Bilingual in Spanish/ English preferred.
License or Certification
CA Driver’s license preferred.
Other Qualification Required:
Ability to interact and communicate both verbally and in writing with seriously emotionally disturbed children or adolescents and their parents, caregivers, other staff, physicians, county agencies, other health care and social services providers and the public in a professional manner.
Demonstrated ability to prepare comprehensive reports and maintain detailed data.
Demonstrated familiarity with computers and calculators.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Performs audits on all documents that have been scanned into the client EMR and maintains report of errors, missing documents, etc. for correction.
2. Answers all incoming telephone calls directing them appropriately, obtains out of area numbers for appropriate staff, and takes messages and/or puts messages through to voice mail for absent staff.
3. Assists in general office data entry tasks.
4. Aids Clinical Data Assistant in the collection of client and family satisfaction survey reporting.
5. Each month completes Service Validation calls.
6. Each week audits assigned submitted packets and reports new and corrected errors for tracking on a Packet Audit Report.
7. Performs the timely completion of all TEAMMATES logs.
8. Reconciliation and tracking of flex funds and receipts.
OTHER DUTIES AND RESPONSIBILITIES
1. Travel to other sites as needed for reviewing charts, completing audits and/or other QA tasks.
2. Enter OMA Data into logging system.
3. Maintain and stock current forms at all sites.
4. Assemble and deliver all documentation packets to all sites, and ensure that supply at each site is sufficient.
5. Assist with other QA reports, data collection, auditing, review as assigned.
6. Maintains an orderly Fax/Copy/Mail room.
7. Calls for repair at advice of Supervisor.
8. Maintains the Staff Lounge supplies (i.e. utensils, coffee, plates, etc.) and keeps it in an orderly fashion.
9. Actively participates in the agency’s and SBHG’s Total Quality Management and Continuous Quality Improvement systems which support compliance with Joint Commission and other accreditation standards as applicable.
10. Participates in TQM activities as requested including CQI subcommittees, probes, peer review, audit and/or tracer activities.
