Program Assistant

Position Title: Program Assistant-ARCH

Reports To: Program Director of ARCH

Classification: Non-Exempt; Hourly; Full-Time (Sat-Wed 9am-5pm)

Direct Report(s): None

Position Overview

The program assistant supports and coordinates the overall operation of the program. This position is responsible for coordinating the client lifecycle for ARCH referrals to ensure that clients experience prompt and courteous care including clear answers to all questions from their first call until they are assigned to a provider’s caseload. The position also completes Quality Assurance tasks to help maintain accreditation standards and adherence to regulations required by the State of Alaska Division of Behavioral Health, as well as Integrated Behavioral Health Regulations, CARF, and Medicaid. The Client Care Specialist monitors and ensures the quality of care within the CareLogic Electronic Health Record and supports all clinical functions within that system and assists the Director of ARCH and Intake Manager in coordinating reports, service tickets, and assistance to the clinical staff and administrative staff. In support of VOAAK’s collaborative culture, the Program Assistant works closely with the Compliance and Intake Manager.

VOA Alaska is a youth-serving organization providing prevention, early intervention, treatment, and recovery supports to youth and families struggling with mental illness and addiction. We are honored to walk with families during these times and provide support and hope through recovery. Our core values are connection, responsibility, courage, innovation, hope, and joy. We are looking for individuals who espouse these core values and align with this mission of services to the community.

Essential Functions, Duties & Responsibilities

• Oversees and tracks the Point of Entry Process
• Schedules assessments, program intakes, and supports assessment/intake staff in maintaining clear communication with new clients as well as collecting appropriate documentation
• Provides potential clients with the opportunity to re-engage and determines pain points in the client entry process
• Verify health insurance information for clients given at time of registration
• Assist in the operation of telehealth/telemedicine appointments by scheduling services and equipment test/setup
• Supports quality assurance activities in accordance to CARF accreditation standards, Residential Child Care licensing regulations, State of Alaska Division of Behavioral Health requirements and Integrated Behavioral Health Abuse Regulations
• Supports the above standards and regulations through oversight, compliance activities, initial and ongoing training of staff and ongoing communication with program supervisors.
• Ensures all paper-based client documentation is scanned into the EHR
• Produces quality assurance reports as required by supervisor
• Conducts comprehensive chart reviews
• Participates in managing external audits as needed.
• Compiles the data for the Quality Assurance Committee and as requested by the Leadership Team
• Oversees and facilitates intakes in to the program to include appropriate documentation and transportation.
• Oversees the operations at the front desk, including: answering the phone/door, managing daily medical and treatment passes, checking in/out clients and their belongings.
• May conduct UA and searches as requested by supervisor.
• Provide back up supervision assistance when needed.
• Orient families and visitors to program, reviewing confidentiality statement and rules of the facility.
• Responsible for archiving client charts and making sure they are accurate and complete
• Assures the maintenance of client confidentiality and the safeguarding of client information as per Federal regulation and agency policy.
• Performs other duties as assigned or indicated.

Knowledge, Skills and Abilities

• High School Diploma/ G.E.D
• Education in the area of health information management preferred.
• Minimum of two years’ experience with Medicaid regulations, billing, and quality assurance
• Ability to make sound decisions based on information available.
• Demonstrated customer service skills
• Excellent writing and communication skills
• Ability to work flexible hours (including days, evenings and some weekend hours.)
• Ability to travel if required (must have own transportation.)
• Ability to pass a criminal background check in accordance with the current state regulation requirements.
• Must have valid Alaska driver’s license with a good driving record and be able to pass the VOA:AK auto insurance screening through the independent insurance carrier and/or meet the minimum state liability coverage if using own personal vehicle.

Working Conditions

The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Works in office areas. Interacts with staff, consultants, and outside vendors. May be subjected to interruptions throughout the workday.
• While performing the duties of this job the employee is frequently required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to lift up to 25 pounds. The vision requirement includes close vision.

Acknowledgement

Every effort has been made to identify the essential functions of this position. However, this job description in no way states or implies that these are the only duties you may be required to perform. The omission of specific descriptions of duties does not exclude them from the position if the work is similar, related or can be considered essential to this position.