Summary of Core Job Functions:

The Program Secretary is responsible for the Behavioral Health Program’s daily administrative duties and providing assistance to the Behavioral Health Program Director. The Program Secretary also has responsibility for performing Human Resources related duties such as applicant tracking and onboarding.

Position Type/Expected Hours of Work:

This is a full-time position, and hours of work and days are subject to the needs of the Program which operates on a 24 hour; seven days a week basis. Please refer to Program or Hospital attendance policy for additional direction on shifts, holidays and attendance.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential core function satisfactorily. The requirements listed below are representative of the knowledge, skill, experience, and ability necessary to perform this job.

Essential Core Functions:

• Answers the phone, responding to all requests for information
• Schedules Unit assessments, meetings and appointments as appropriate
• Attends Unit and Hospital meetings as directed
• As assigned, greets visitors, patients, and their families coming to the Unit
• Identifies areas needing improvement and utilizes the facility performance improvement process. Actively participates in department processes as requested
• Manages all CQI paperwork, submission, data entry, communication and audits
• Collects required documents for PAF/On-Board processing i.e. offer letter, ARC, non-Compete (if applicable), etc. Ensures that the most current form or version is utilized
• Liaises with hospital in obtaining general Hospital orientation scheduling, ensures all orientation is completed in a timely manner.
• Coordinates with supervisors and corporate HR during the pre/post-employment process as it relates to employee required processes and documentation
• Ensures new hire forms are completed/received in a timely manner, and in accordance with regulatory and policy requirements
• Coordinates receipt of I-9 forms to meet USCIS requirements
• Creates new hire/rehire personnel files, files employee documents, and ensures NSC HR has a copy of all appropriate documents for the employees’ corporate personnel files
• Maintains new hire packet documents and distributes as required
• Responds to all intake calls when applicable; records information on intake form to pass on to the Clinical Access Coordinator
• Manages HBIPS data auditing and collection including monthly audits of patient charts (EMR) and data entry into MHO database. Reports to director any potential shortcomings found to the Program Director
• Keeps materials organized and available with required information regarding unit activities. Such materials involve staff development, shift assignment reports, nightly chart audit, daily safety reports, SECURE training, incident reports
• Tracks all training including Core Competencies, SECURE, HIPPA, etc.
• Keeps current license information on file for licensed employees.
• Inputs daily census into HorizonPlus. Enters required data into HorizonPlus system and generates monthly reports to track and trend referral, admission and discharge data. Utilizes data to complete program’s key statistical reports and generates reports as needed for the SVPO, VPCE, program director and client hospital leadership when requested
• Prepares payroll documents including time sheets, Verification of Hours, exemption reports, PAFs. Keeps all records organized and available to the Program Director as needed. Performs daily time clock adjustments
• Ensures confidentiality of all information encountered
• Aids in the admission process by coordinating with business and admitting offices. Gathers relevant descriptive and financial information as needed and routes information to appropriate personnel
• Strives to make productive use of time through careful coordination of assigned tasks, setting priorities, and reducing non-essential interruptions in order to be responsive to the needs of the Units and the Program Director.
• Promotes and develops positive, professional interaction with peers, senior management, and staff through effective written and verbal communication, listening, and feedback in times of organizational change
• Reviews newly admitted patient accounts for eligibility and authorization daily. Corrects issues identified and reports errors to the Program Director.
• Prepares and disseminates monthly reports and completes required follow up on activities on behalf of the Director and/ or Nurse Manager. Prepares and submits all operational tasks/documentation (census report, PIORS) as required by the corporate office and/ or hospital administration.
• Manage all aspects of HBIPS data auditing and collection including monthly audit of patient charts (EMR) and data entry into MHO database. Report any concerns to the Program Director
• Classifies, sorts and files correspondence, records and other documents
• Assists Nurse Manager with securing coverage for nursing schedule
• Orders all office supplies
• Oversees all maintenance on office related equipment
• Facilitates special events as needed
• Other duties as assigned

Job Specifications:

1. Education, Certification/Licensure, and/or Experience
a. High school or GED
b. One to five years of experience in a similar position and/or industry

2. Knowledge, skills, and abilities required
a. Proficient in software applications
b. Effective presentation skills
c. Valid driver’s license and use of an automobile required

3. Language Skills
a. Excellent written and verbal communication and presentation skills
b. Ability to read and comprehend moderate to complex instructions and correspondence
c. Ability to write detailed correspondence
d. Ability to effectively present information in one-on-one and small group situations to Program leadership, employees, clients, providers, vendors, etc.

Additional Information
Position Type : Full Time
Shift : Day