Clinical and Educational Support Staff

Monday - Friday; 8am - 4pm

$17.12/hour - $18.83/hour

DIVISION:

Academic Services

CLASSIFICATION:

Non Exempt

JOB GRADE:

4

SUMMARY OF DUTIES 

Support the Speech Therapy, Physical Therapy and Occupational Therapy departments in relation to filing, prescriptions, organizing and dissemination of daily note information.  Maintain the client management system (CMS) on a daily basis.  This position is responsible for maintaining the client management systems (e.g. CMS, Woodstock, Kinney, monthly billing procedures, community service provision documentation). Provide front-desk coverage in the main office, ensuring adherence to building safety procedures for all visitors. Responsibilities include greeting and assisting guests, monitoring visitor access, and answering phone calls as needed to support daily office operations.

Reports To:

 Reports directly to the School Operations Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES

 Therapy Support

General duties: data entry, proof-reading, district, county, or department specific report compilations, electronic and paper record keeping and filing, data base creation, maintenance and basic program statistics, and general office duties, i.e. answering phones, filing, copying, scanning, mail.

• Provide timely responses to Erie and Niagara county school districts and county service coordinators through phone, email or fax contact as it pertains to evaluations and community based services.
• Assist with Early Intervention and Preschool Evaluation requests and see through to completion of the evaluation(s), as needed.
• Provide timely responses to county service provision requests.
• Process new service provision assignments.
• Maintain and manage service provision electronic documents for children.
• Maintenance of FFS department staff schedules and availabilities, as needed.
• General support to the Department Coordinator as needed.
• Additional duties as established by department growth.
• Review daily session notes on CMS for clerical errors at the end of each month and then submit a notification to providing therapist and specific Therapy Department Head for corrections if needed.
• Review Erie County CPSE Session notes for possible omissions/errors specific to the requirements of the Speech Therapy Department, send notification to therapist for any possible corrections.
• Email Kinney representative session note spreadsheet report for all Buffalo and Grand Island school age (CSE) students.
• Generate scripts for related services in accordance with student’s IEP, and input signed script information into CMS System
• Generate electronic PDF reports of school age session notes to send to Outer Districts (non-Buffalo) as per district instructions.
• Generate Monthly Attendance and Therapy Session notes Export Report to Upload into CPSE Portal for Erie, Niagara, and Genesee Counties in accordance with County timetables.
• When notified of signed OT/PT/SP scripts, email script spreadsheet report to Kinney representative.
• Use the Coordination Portal program (C-Port) to submit Medicaid, El and CPSE documents to Erie County.
• STAC-5 maintenance (e.g. receive, copy and submit to billing; monthly rolling report).

CMS Administrator

• Under the direction of the Clinical and Educational Support Supervisor maintain and keep data current in the school’s student database (CMS).
• Generate weekly attendance records.
• Work with therapy department heads and school principals in the uploading of new schedules into CMS.
• Keep all aspects of the client record up-to-date
• In conjunction with the school leadership team, develop and use systems to capture information required to keep student data up-to-date
• Enter in and keep up-to-date student enrollment information, including meal rates, grade levels and all services that a student receives
• Orient new employees to the purpose and functionality of CMS
• Train new teachers and therapists on CMS processes related to the job requirements.
• Provide refresher training and assistance as needed to teachers and therapists on CMS processes.
• Keep the CMS data library up-to-date.
• Change and monitor moderator credentials and assignments within CMS
• Review and ensure completion of attendance documents
• Assist and/or provide support to teachers and therapists with the proper recording of attendance.
• Upload and keep up-to-date student bussing information.
• Monitor exceptions and potential errors within the system.
• Conference with the CMS developer for planning and problem solving.
• Maintain EI, RSO, School-age and Preschool services in CMS
• Provide substitute coverage to the front desk reception position when needed

SKILLS AND ABILITIES

• Possess good time management skills.
• Possess organizational skills to be efficient in a multi-tasking environment.
• Show the ability and desire to work as part of a team.
• Display a high level of written and oral communication skills.
• Display a high level of interpersonal skills.
• Display knowledge of computer and ability to utilize word processing and data record keeping programs.
• Exhibit ability to problem solve and work independently when necessary.
• Ability to provide customer service at a professional level.

EDUCATION AND TRAINING 

Minimum: High School diploma or GED with work experience in clerical, administrative, or online database management

Preferred: Associate’s Degree in Business Administration or related field and with work experience in clerical, administrative, or online database management

BENEFITS

Paid holidays
Paid time off (PTO)
Health, dental and vision insurance
Agency paid life insurance and long-term disability
Supplemental insurance: short-term disability, life insurance, cancer care insurance, pet insurance
Employee referral program
401k w/Agency match & more

Salary : $17 - $19