Administrative Coordinator (Outpatient Therapy Clinic)

SCCMHA JOB VACANCY ANNOUNCEMENT

CLASSIFICATION: Administrative Coordinator (Outpatient Therapy Clinic)

PAY GRADE: $46,936.57 - $56,568.17 Annually

POSITION SUMMARY:

Under the supervision of the Mental Health Supervisor (Outpatient Therapy Clinic), supports the Outpatient Therapy unit to act as a champion for unit related to scheduling and compliance monitoring. Performs administrative tasks which may involve any area of department operations, such as business functions and information management. Assistance in development of procedures for smooth operation of the department is involved in the quality improvement process. Assists with monitoring timeliness requirements and needed documentation, obtaining required information, and related activities. This position will be knowledgeable about and actively support culturally competent recovery-based practices; person centered planning as a shared decision-making process with the individual, who defines his/her life goals and is assisted in developing a unique path toward those goals; and a trauma informed culture of safety to aid person served in the recovery process.

ESSENTIAL DUTIES AND RESPONSIBLITIES:

1. Provides information management, such as performance reporting, collection of data and information, use of the Internet, creation of databases, spreadsheets and generating reports using computer software such as Microsoft Word, Microsoft Excel, Microsoft Access, Sentri and Data Warehouse.

2. Provides administrative support to program supervisors in all aspects of program operation. Staff scheduling, monitor department performance in quality indicators, documentation of service, etc. May prepare written reports from data. Assists the Supervisor in the management of the Outpatient functions, up to and including assigning tasks to other staff.

3. Reviews and prepares agendas for meetings and requests additions to the agenda from the applicable staff; maintaining these document for permanent recordkeeping.

4. Acts as a champion to monitor the timeliness standards related to intakes and follow-up care. Notifies staff of these standards for updates on progress. Works collaboratively with administrative staff to achieve these standards.

5. Monitors for timely call backs to persons served requesting appointments, rescheduling appointments, regarding Medicaid notices and redetermination.

6. Assists persons served and/or their families in completing Medicaid Spenddown paperwork.

7. Insurance enrollment and verification for clinicians working in the Outpatient Clinic.

8. Assists with sending Advance Notice of Benefit Determinations and closing cases/completing Discharge Summaries for administrative closures.

9. Assists and coordinates in the preparation of internal audits and reviews.

10. Supports the Supervisor for quality improvement within the department, such as generating recommendations for process improvements and regulatory compliance.

11. Assists in the coordination, organization and/or facilitation of department trainings for procedures, processes, and various topics for the improvement of services.

12. Will assist persons served and/or their families in filling out forms, or assisting in general questions. After assisting with filling out forms for barriers, complaints, or grievances, the information is forwarded to the appropriate person.

13. Discuss department situations with the Supervisor to ensure proper services to persons served and other visitors are obtained.

14. Provides back-up support to other staff within the Outpatient Clinic when needed such as handling incoming calls or walk-ins and maintains the clerical and administrative functions so that it runs as a smooth department.

15. Handles situations that require immediate attention when the Supervisor is unavailable or delegates this duty.

16. Schedule and assist with implementation and monitoring of telehealth services.

17. Performs other functions as assigned by the Supervisor.

18. Adheres to the mission, vision, core values and operating principles of SCCMHA at all times.

19. Conducts day prior calls to persons served/families as a reminder of their upcoming appointments, rescheduled appointments or cancellations as necessary.

20. Orders office supplies and maintains inventory.

21. Assisting staff with computer programs such as: Outlook, Microsoft word, Excel and SENTRI, including attending SENTRI mentor meetings.

INCIDENTAL DUTIES AND RESPONSIBILITES:

1. Performs various administrative/clerical functions such as preparing travel vouchers, making copies of documents, filing, etc.

2. Attends in-service training, seminars, conferences and workshops in order to sustain competency.

3. May represent Supervisor at meetings, and/or receive/refer calls and mail.

4. Reacts positively to change and handle other essential tasks as assigned.

5. May be required to drive to off site work locations.

May participate in Quality Improvement functions.

(The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all duties and responsibilities required of personnel so classified.)

REPORTING RELATIONSHIPS:

Reports to: Mental Health Supervisor (Outpatient Therapy Clinic)

Supervises: None

WORKING CONDITIONS/ENVIRONMENT:

Works in clinical office environment with usual pressures of time constraints. Close contact with the public and in proximity of persons served who may have communicable disease, and who may be hostile, aggressive and potentially violent. Requires travel to multiple locations, sometimes in bad weather.

QUALIFICATIONS:

Education: Associates’ degree and additional academic concentration in human service or healthcare administration is preferred. Courses in general business, secretarial, transcription and office practice is desirable. Equivalent college or business training accompanied with extensive executive secretary level experience (3 to 5 years minimum) may be considered.

Experience: Three (3) years of experience at Executive Secretary level professional office experience, including working in the social work field, healthcare area, or in a related field. Must have extensive experience in executive secretarial duties, professional office experience, including reporting directly to all levels of management and working with all levels of the organization. Must have data entry experience and competency in computer software (i.e. Microsoft Office).

Licenses and Certifications: Valid Michigan Driver’s license with good driving record.

Knowledge, Skills, and Abilities:

1. Overall knowledge of the continuum of services provided by SCCMHA.

2. An ability to develop a workflow process and identify areas of needed improvement.

3. Excellent customer service skills.

4. Possess knowledge of typing, computers, spelling, excellent grammar skills, and office practices with the knowledge of the latest version of the Microsoft Office Suite.

5. Accurate and effective oral and written communication skills with diverse groups and effective interpersonal skills.

6. Ability to plan and organize work, and provide small group leadership.

7. Ability to organize and maintain data and information.

8. Ability to maintain favorable public relations and provide community leadership.

9. Ability to exercise independent and mature judgment.

10. Ability to maintain strict confidentiality.

Physical/Mental Requirements:

1. Hearing acuity to converse in person and on telephone.

2. Visual acuity to observe persons served behavior, read and proofread documents and use CRT.

3. Ability to walk, stand or sit for extended periods of time.

4. Manual dexterity to write and to operate standard office equipment (PC, Keyboard, Copy Machine, Fax Machine, etc.)

5. Ability to lift and carry files and supplies at least 20 pounds.

6. Strong interpersonal skills to interact with leadership, employees, persons served and the general public.

7. Analytical skills necessary to conduct research, analyze, and interpret complex data and identify and solve problems by proposing courses of action.

8. Ability to plan short and long range and to manage and schedule time.

9. Ability to handle stress in meeting deadlines and dealing with large numbers of employees and/or persons served.

(Listed qualifications are for guidance in filling this position. Any combination of education and experience that provides the necessary knowledge, skills, and abilities will be considered; however, mandatory licensing or certification requirements cannot be waived. Physical/mental requirements cannot be waived unless specifically indicated.)