The Clinical Administrative Associate acts a liaison between the clinical and administrative team. This position is filled by an individual with experience in the administrative/office setting. Some of the duties require working in the office setting. As such this individual is to be professional and courteous to all ASI staff, funding source professionals, clients, potential clients, and other individuals that he/she may come into contact with.

Qualifications

• High School Diploma or GED
• Understand and use basic computer operations
• Complete and pass livescan fingerprint check
• Understand ASI's administrative and clinical hierarchy (Preferred)

Job Description

• Coordination and dissemination of monthly updates as needed. Ex, termination procedure, insurance changes, ASI policy updates, upcoming events and etc.
• Sending case assignments, authorization renewals and transitions, also update the Client Service Report for team information.
• Update BCBA/SUP/PC in NPA as a support to scheduling (If scheduling can perform this task, scheduling is to do this task).
• Create monthly workshop calendar, create GoToMeeting link and inform clinical team of dates. In addition, gather RSVP information and send attendance log after the workshop to scheduling
• Create monthly Refresher training calendar and GoToMeeting link for those with an identified need, gather RSVP and send attendance/completion logs to CD and scheduling.
• Send reminders and compile completion data for termination letters, End of Service PR's and archived clients to ensure files in 719 have been cleared.
• Track and send reminders for PVF's by due dates for RCOC and LA Care.
• Send Staff Evaluation forms to appropriate clinical members and track their return for Clinical team to complete. This would also include the 2x per school year for LBUSD/LAUSD DI's and the 1 month after hire for all positions.
• Create log books for all new cases, create packets for clinical staff to pick up as needed, create materials for clients as needed, and disperse PPE.
• Send the monthly Progress Report due information and monitor timely submission.
• Monitor training cohorts to ensure overlaps have occurred and staff identified for 1 month evaluation
• Track clinical staff PTO's for both in-home and schools and send a monthly calendar to Manager of Clinical Services and CD/ACD.
• Organize and help to disseminate when requested the PPL resource materials, create appropriate hard copy binders and organize files on computer for easy clinical access.
• Additional activities come up daily but may not be already listed.

LBUSD Duties

• Compile supervisor's submission of client's Progress Reports in for December and June, with reminders sent to LBUSD supervisors.
• Track client IEP due dates and provide monthly reminders to supervisors. Track on-time submission of IEP worksheets.
• Organize, track and disperse PPE for Success clinical staff
• Track the use of hours completed per client for Supervisors and DI hours separately for all individual LBUSD cases. Current count: 94 individual cases
• Assist scheduling and the Clinical Services Manager as necessary in providing information for staff coverage for last minute cancellations, staff changes or updates each morning.

LAUSD Duties

• NPA check to ensure synchronous and asynchronous hours are correct and match client hours

Additional Duties

• RCOC obligations; SC contacts, contract updates, billing and PVF's
• Case assignment duties
• Update client information on the cloud
• Prepare CPI training schedules and keep calendar for staff training/retraining needs (requires high amount of coordination with other departments and follow-up)
• Continue to create client binders, programs logs, data sheets, FBA packets, large printing projects and materials as requested
• Order Clinical forms needed
• Send "All Staff" emails as needed
• Order office supplies, promotional items, large post office activities, holiday cards and distribution, and client evaluations
• Coordinate social and community including Mardi Gras for Autism, ASI Summer Party, ASI Holiday Party.
• Coordinate staff triannual availability forms
• Respond to DDS requests and submit documentation

Benefits and Compensation:

• Comfortable work setting

• Employee Discount Program

• Supportive management and excellent teamwork environment!

Reports to:

Clinical Administrative Lead, Clinical Director & Manager, Clinical Services

Works under the direction of:

Chief Executive Officer, Executive Clinical Director, Business and Operations Manger, HR Manager and Business Development Manager, Office Manager

Expected Hours of Work:

A work week of 20 hours per week (flexible days/times)

Work Environment

Office environment on second floor with only stair access, mainly sedentary computer activities

Physical Demands

Standing, sitting, walking, and talking; May require lifting of up to ten pounds, bending, moving simple office furniture, and using a step stool or small ladder.