Provide clerical and secretarial support within a DMH program
Maintain confidentiality of personnel information and HIPAA compliance for client records
A short commute from both Boston and Providence
Description of Position
The Administrative Assistant provides clerical and secretarial support within a DMH program to include: answering phones, photocopying documents, scanning documents, filing, including filing scanned documents to appropriate client record, distributing mail, managing credit cards and receipts documentation, processing staff paperwork and maintaining confidentiality of personnel information, maintaining HIPAA compliance for client records, and creating documents and spreadsheets using Microsoft Office Suite.
Responsibilities include but are not limited to:
- Provide secretarial support for the ACCS Team, including typing forms, letters, correspondence and memos, managing and maintaining files, copying and routing or posting information appropriately. Ensure materials are prepared and available as necessary for groups and other client interventions. Distribute Team mail as appropriate. Ensure appropriate documents are scanned or properly routed to Records Department for scanning into Electronic Medical Record (EMR).
- Answer telephone calls, including performing the following: (1) triage and coordinate communication between the team and clients; (2) expedite answers to questions for clients, families, and other community entities and agencies including determining need to refer calls to other staff as needed; (3) work with callers to relieve urgent situations and to temporarily manage or deescalate crises until appropriate staff are available; (4) decide when and how quickly to refer calls to other staff; (5) assess and report client information and document client interaction as requested.
- Operate and coordinate the computer and information management systems for the Team. Maintain basic knowledge of medical records and forms in order to answer staff questions and facilitate problem solving.
- Assist with gathering and tracking health information and enter health data in the electronic medical record and other relevant health data systems. Provide support to care Team by monitoring compliance with requirements and running related reports as requested. Collect necessary data and prepare reports. Record admissions and discharges to provide a source of information for statistical reports.
- Track and run appropriate weekly/monthly reports and distribute to clinicians/supervisor as requested, or make available to staff as needed. Ensure that notifications of detentions, crisis interventions, emergency department episodes, or other inpatient episodes are distributed and/or available to clinicians as needed through daily reports.
- Support Team Leader by preparing materials as needed for Team meetings and record content as requested.
- Maintain a stock of supplies for the Team from inventory by filling out purchase requisitions and ordering through the purchasing agent. Ensure all unit office equipment is in good working condition, requesting maintenance and repair when needed.
- Communicate regularly with financial guardians and protective payees of clients to coordinate individual patient budgets between the ACCS program and guardians or payees.
One year of general office experience. Ability to work within interdisciplinary team setting on behalf of clients with complex care needs. Experience with EMR and data tracking and ability to read data reports. Familiarity with outpatient medical clinic operations to facilitate the establishment of positive and productive relationships with medical practice staff throughout the community. Experience or course work in medical/psychiatric terminology preferred. Ability to work under challenging circumstances at times including managing clients in crisis, numerous telephone calls, and competing demands. Ability to communicate effectively, collaborates, prioritize work assignments, and works independently. Computer literate in Microsoft Office environments. Knowledge of Excel required.
Must have a valid driver's license in the state of residence and submit a copy of satisfactory record of driving from the state of residence of registry of motor vehicles; Must complete MA and ADP Criminal Offense Record Information (CORI) process; Must have computer literacy as related to the requirements of the position; Must be flexible with hours to support ACCS staff and clients in a program that operates 24/7/365.
Date posted: 6/23/2020
For more information about this position, or to send your resume:
Community Counseling of Bristol County
1 Washington St. Taunton, MA 02780
The ACCS program delivers evidence based interventions within the context of a standardized, clinically focused model to promote:
- Active engagement and assertive outreach to prevent homelessness;
- Clinical coverage 24/7/365 days a year
- Consistent assessment and treatment planning
- Risk assessment, crisis planning and prevention
- Skill building and symptom management,
- Behavioral and physical health monitoring and support
- Addiction treatment support;
- Family engagement;
- Peer support and recovery coaching
- Reduced reliance on emergency departments, hospitals and other institutional levels of care.