JOB SUMMARY: The Office Assistant performs a wide variety of business and operations tasks including protecting the client record within EMR (Electronic Medical Record). May be asked to audit charts and verify that physician orders are signed within the prescribed time period, clinical, consultant and discharge documentation are present. this position is responsible for ordering of supplies throughout the facility. This position would be responsible for gathering, processing and tracking new client information for intake and treatment. This position may facilitate the verification of Medi-cal eligibility as required and will open new client records in EMR as assigned. This position will also assure that all aspects of the record are in keeping with agency policy and DMH requirements. Activities performed can be time sensitive with expectations of frequent reporting of progress along with thorough oversight for accuracy. Regular interaction with all staff members, physicians, and outside agencies is expected. The Office Assistant will also serve as the facility receptionist and may sort, date, and log mail, act as administrative support for the facility and monitor the front lobby. MINIMUM QUALIFICATIONS Education High school graduate or equivalent required. Experience One (1) year of general office experience required. License or Certification Valid California Driver’s License preferred. Other Qualifications Required Bilingual Spanish-English speaking ability is required. ESSENTIAL DUTIES AND RESPONSIBILITIES Maintains vigilance over the general milieu within the facility to facilitate quality client care, optimum facility operations and preserve the safety of all therein. Scans documents into EMR, audits and ensures completion and accuracy of documentation Responds to Request for Releases of Information within 14 days from receipt. Prepares transfer documents for clients, photocopying relevant information from the chart per facility policy. Responds to request for Medical Records information as assigned. Acts as the receptionist, greeting visitors, ascertaining their needs and directing them appropriately. Gathers, processes and trackings new client information for intake and treatment. Facilitates the verification of medi-cal eligibility as required and open new client records in EMR as assigned. Interacts with clients/families, staff, and the general public within appropriate professional boundaries (i.e. ensures confidentiality, pleasant approach, maintains professional relationship). Answers incoming telephone calls directing them appropriately and taking messages for absent or unavailable staff. Participates in ProACT Team assignments and activities. Uses ProACT to appropriately intervene with assaultive/volatile clients. Assists in crisis intervention (including the use of ProACT) and provide support and assistance in problem resolution. OTHER DUTIES AND RESPONSIBILITIES Monitors security of medical records, authorized use, and access control of medical records area. Supervises all access to Private Health Information (PHI) by employees. Assists in duplicating records when authorized (i.e. client attorney, CSW, subpoena, new placement, DSS) and supports in reporting all information regarding copying and distribution of confidential material in the Release of Information Correspondence Log. Visually audits all admissions and discharges within prescribed period for Audit requirements. Prepares computerized daily census report. Orders necessary nursing, clinical and clerical supplies for the unit as determined by the Administrator and/ or Program Director. Enters quality assurance data (probes, continuous quality improvement indicators, Quality Improvement Team information, incident reports, survey data, peer review data) and assist in graphic presentation of data. Maintains cleanliness and organization of the front office area. Works with information technology on problem resolution and information system hardware and software needs. Assists in general office tasks; and receives, sorts and distributes incoming mail and faxes keeping the confidentiality of their contents. Maintains computerized files, inputs, retrieves, updates, modifies, and deletes information from computer database. Attends all assigned in-service education classes. Reads and responds to company communications via email, telephone or other selected mode within a reasonable timeframe. Logs in to established company information sharing sites regularly to maintain current knowledge of changes in policy, procedure, events, etc. Regularly attends department meetings and mandatory work meetings, events, etc. as assigned by Management/Administration. Monitors and contributes to the cleanliness of the facility. Actively participates in the agency’s and SBHG’s Total Quality Management and Continuous Quality Improvement systems which support compliance with Joint Commission and other accreditation standards as applicable. Participates in TQM activities as requested including CQI subcommittees, probes, peer review, audit and/or tracer activities.