Admin Support Specialist - Medical Services

Part Time Position

Children’s Center of Wayne County (TCC) The Children’s Center, founded in 1929, provides evidence-based clinical therapy to children who deal with mental, behavioral, emotional, intellectual, and developmental health and educational challenges or may have experienced trauma.  

School Community-Based Partnerships: We partner with K-12 schools and community organizations that serve children to provide clinical therapy, counseling, psychological services, and psychiatric evaluations, treatment & interventions.  

Child Welfare: In addition to the clinical therapy programs offered, The Children’s Center places children in licensed foster homes, and supports them throughout their time in the child welfare system. 

Child Well-being Family Success: We operate an onsite family success center that promotes child-wellbeing and offers children and youth from all walks of life to access relevant mental health crisis prevention and child abuse and neglect prevention services.

Advocacy: We champion child and youth well-being for those experiencing poverty-related issues, those within the child welfare system, and those in need of evidence-based, clinical therapy. 

TCC’s mission is to help children and families shape their own futures.  If as many children as possible, and their families can easily access comprehensive, evidence-based, clinical therapy that is integrated into and supports their everyday lives then, children will experience an improved quality of life where they have a true sense of agency and empowerment in their lives. 

• We embrace and demonstrate a set of Core Values as the foundation of our culture.  They define how we do what we do, and what we value in our work with each other and our community.  Daily demonstration of these values, in mindset and behavior, is required to be successful as a TCC team member. 
• Dedicated-We are devoted, dedicated and always willing to pitch to accomplish our mission.   
• Passionate-We are passionate about what we do and helping the people we serve.   
• Accountable-We do what we say and accomplish all aspects of our responsibilities.   
• Can Do Attitude- We approach our responsibilities with a positive attitude.  
• Respectful- We always treat co-workers, donors, children and families with the utmost respect, courtesy, and patience. 

Job Summary

The Administrative Support Specialist II for Psychiatric Services Department primary role is to support administrative operations and client readiness for service delivery.  The Specialist will manage incoming referrals, conduct client outreach to schedule and confirm psychiatric evaluation appointments, greet clients upon presentation and collaborate with other professionals, internally and externally. 

Job Requirements

• High school graduate or equivalent. Some college coursework is preferred. 
• Maintain professional standards while conducting agency business. 
• Ability to demonstrate basic computer skills related to Windows navigation, Microsoft Office, electronic medical records, and general office equipment. 
• 2 years customer service experience 
• Experience with provider support to client facing clinical and medical staff  

• Ability to receive and exchange verbal and written information accurately and effectively when communicating with others. 

Essential Functions

• Manage an internal scheduling queue for referrals.
• Manage psychiatric support emails and other communications with acknowledgement of receipt in a timely manner.
• Conduct reminder phone calls to families and arrange transportation and interpreters when needed. 
• Follow up with no-shows via call or letter correspondence in a timely manner.
• Assist prescribers as needed, including witnessing medication consents, coordinating receipt of lab work or testing and other various administrative tasks. 
• Schedule, reschedule, cancel, and confirm appointments in person and over the phone as required. 
• Maintain departmental caseloads by opening and closing clients and referrals in a timely manner
• Enter data and complete documentation with accuracy to prevent service delay and/or disturbance 
• Act as the main point of contact for clients, prescribers, and other clinical staff, both, face to face and over the phone
• Assist with general office operations, including making copies, filing, scanning, uploading documents into EHR, and maintaining supplies and materials. 
• Managing the daily schedule of Psychiatric (Medical) Services appointments, including client appointments and staff schedules. 
• Answer incoming calls, retrieve all voicemails, and return calls within 24 hours of receipt. 
• Perform other related duties, assist with additional tasks and/or special projects as assigned by the Supervisor. 
• Attend supervision with direct supervisor at least biweekly. 
• Attend mandatory agency trainings each calendar year and attend additional trainings as needed for professional development.

Key Performance Indicators

• No more than 1 customer service complaint resulting in corrective action annually 
• 100% of clients in the scheduling queue have been contacted within 3 business days 
• 98% of clients assigned to the program Reporting Unit are actively engaged in services 
• 100% of reminder calls are completed daily.

Additional Functions

• Contribute to a positive workplace culture that demonstrates evidence of high accountability, inclusivity, and collaboration. 
• Demonstrate a commitment to anti-racist practices, diversity, equity, and inclusion in the workplace.
• Actively support and encourage creating a safe, welcoming, and inclusive administrative and service delivery environment.
• Adhere to best practices, ethical standards, and compliance with relevant laws and regulations. 

Physical Requirements

• Ability to sit, stand, bend, and lift up to 15 lbs. 
• Ability to walk frequently, each day, around the agency campus.

Benefit Package including

• Accrued Paid Sick Time
• Matching 3% 403(b) retirement plan after one year and 1,000 hours, fully vested after two years of employment  
• Longevity Pay   
• Employee Assistance 

Voluntary Benefits  

•  Pet Insurance 
•  Legal Shield (prepaid legal services) 

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin.