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Assistant Admin- Women in Recovery
Assistant Admin- Women in RecoveryFamily & Children's Services • Tulsa, OK, US
Assistant Admin- Women in Recovery

Assistant Admin- Women in Recovery

Family & Children's Services • Tulsa, OK, US
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  • [job_card.full_time]
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Assistant Admin- Women In Recovery

Job Category : Admin-Clerical

Requisition Number : ASSIS005462

Location : Houston Office, Tulsa, OK 74127, USA

Description

Duties and Responsibilities include :

Administrative Duties :

  • General administrative support
  • Provide administrative support to supervisor
  • Perform word processing, prepares correspondence, reports, manual, and other written materials
  • Perform related data entry tasks and database management
  • Maintain filing for program
  • Register clinician and / or directors for conferences. Arrange travel / lodging, if necessary
  • Provide on-site consultation and problem-solving expertise for office staff
  • If applicable, work closely with other super users to identify and utilize the full potential of the EHR system
  • Identify and immediately communicate related workflow issues, concerns, and / or operational functions to the Supervisor to improve efficiency and client service
  • Cover front desk for meetings or occasional unexpected absences
  • Inventory and maintain adequate supply of clinical assessment tools

Compliance Duties :

  • Complete Medicaid Eligibility Verifications and procure of Medicaid numbers and Member ID numbers when required
  • Monitor and comply with standards for implementation of program assessment tools; provide notification / reminders to staff for compliance with Score and provide results as necessary
  • Provide notifications to staff and directors of needed updates and / or system Assign extra tasks to staff for extra hours as needed
  • Utilize EHR system and other resources to supervisor; generate and delivery assigned daily, weekly and monthly reports
  • Administer client kiosks as needed

    • Cash and Credit Card Management :

  • Conduct bank runs for petty cash and change reserve, purchase gas cards, and follow agency protocols regarding check-out of agency charge cards (i.e. WalMart, Office Depot, etc)
  • Ensure safety and security of all agency monies (i.e. petty cash funds, assigned agency credit cards, etc.) with highest integrity by following all established policies on front desk cash handling and reconciliation procedures

    • Front Desk Duties :

  • Answer all incoming calls timely and transfer to appropriate parties
  • Demonstrate proper telephone etiquette and maintain solid customer relations by handling questions and concerns promptly and with courtesy and patience. Take and distribute messages as requested
  • Promptly report concerns regarding telephone dysfunction to the front desk supervisor or manager of support services
  • Utilize the EHR system efficiently to answer callers' questions, as appropriate given clients' rights and legal and ethical considerations
  • Maintain logs of calls and any additional information required for various reports or special projects requested by management
  • Ensure daily opening and closing of building. Ensure call forwarding has been set each evening and system is restored each morning

    • Client and Public Engagement :

  • Greet and assist all visitors and clients. Be courteous, polite and helpful to the public and clients at all times with continuous awareness of maintaining a positive agency image
  • Calmly and efficiently assist with complaints and difficult or emotional client situations; handle all situations in a professional manner, exhibiting excellent customer service skills at all times
  • Promptly report concerns regarding safety issues, customer service and / or client complaints, and noncompliance activities of agency policies and procedures to the front desk supervisor / manager of support services
  • Maintain a good working knowledge of agency and community services
  • Monitor waiting room and client needs. Maintain a comfortable, orderly waiting room
  • Keep client appointments on schedule; review service flow compared to schedule. Notify provider of appointments
  • Use research skills to troubleshoot client or staff problems

    • Financial Recording of Daily Business Activities :

  • Make payor source assignments in the electronic system. Determine financial status of patients and record and update financial information in the EHR system; record and collect client fees and co-pays
  • Ensure all services reported are captured and entered into the EHR system according to protocol. Prepare and audit EHR system "End of Business Day'' reports to ensure accuracy in day-to-day functions
  • Provide immediate notification to supervisor regarding client accounts, delinquency of client payments and issues involving timeliness of service entry into the EHR system

    • Program Specific Duties :

  • Track and Report WJT and WIR Data
  • Collect and enter criminal justice data on WJT clients including assessment date, referral source, judge, criminal history, charges, children, etc.
  • Collaborate with WJT supervisory staff and program consultants around data collection, reporting, benchmarks and program outcomes.
  • Collaborate with WJT staff on system improvements to address data collection and data input.
  • Maintain data system expertise to maximize tracking and reporting benefits.
  • Develop and oversee tracking systems for special projects and new programs.
  • Management and Expansion of Grants, Contracts and Internal Benchmarks
  • Manage the SNAP grant for employment and education services as needed.
  • Develop and maintain employment outcome data collection and reporting.
  • Create efficient billing and invoicing procedures for SNAP.
  • Maintain monthly Participant Activity Sheets.
  • Submit and track reverse referrals for clients.
  • Track client SNAP eligibility and add-on support receipts.
  • Coordinate with leadership and staff to ensure compliance in documentation for all SNAP eligible clients.
  • Coordinate with finance department and state liaison on invoicing and monthly reports.
  • Administrative and Training Duties
  • Assist in establishment of administrative procedures with expansion of WJP programming and clients.
  • Provide ongoing staff training on established documentation and data collection procedures and proper utilization of tracking systems.
  • Establish procedures and protocols on proper documentation and utilization of data system.
  • Participate in staff meetings, in-service training, and workshops.
  • Perform other duties as assigned.

    • Essential competencies include :

  • Coordination & Collaboration
  • Accessible & Available
  • Evidenced Based
  • Person-Centered Care
  • Family-Driven Care
  • Recovery Oriented
  • Trauma Informed
  • Data Driven
  • Co-Occurring Capable
  • Culturally Competent

    • All CCBHC required training courses must be completed within 30 days of hire.

    CCBHC clinical staff will utilize telehealth options when needed to improve a client's health by permitting two-way, real time interactive communication between the client and the practitioner at the distant site.

    Essential behaviors include :

  • Additional assignments are assumed willingly.
  • Demonstrates sensitivity to cultural and ethnic differences in all interactions.
  • Adheres to agency policies and procedures and supports agency mission and values.
  • Completes all required paperwork and reports accurately in a timely manner.
  • Meets established performance / productivity standards as determined by program and agency leadership.
  • Practices accountability, confidentiality and strong ethical standards.
  • Demonstrates integrity as evidenced by honesty, trustworthiness, respect for self and others, sincerity, and valuing diversity.
  • Demonstrates the ability to work collaboratively with other personnel and / or service providers or professionals.
  • Utilizes agency technology and attends training on updates and / or new applications.
  • Exhibits responsibility through good attendance, effective time management, dependability, self-discipline, flexibility, and working independently.
  • Promotes team building through encouragement, support, shared decision-making, and the seeking of synergistic results.
  • Utilizes supervision appropriately and willingly participates in training, demonstrating a desire for learning and professional development.
  • Communicates effectively both verbally and in writing.
  • Partners with and openly communicates and collaborates
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