What are the responsibilities and job description for the Interest List Specialist position at Denton County MHMR Center?
Under the supervision of the LIDDA Program Manager and within federal, state, and local guidelines, the Interest List Specialist performs routine administrative support or technical program assistance work. Work involves disseminating information, maintaining filing systems, and performing internal administrative support work.
The Interest List Specialist will be responsible for greeting individuals, parents and visitors as they enter the front lobby.Theywillprovideacourteous,friendly,andconcernedattitudefortheneeds of those seeking services. This position will be responsible for data entry for any IDD programs needing administrative support, maintaining the HCS and Texas Home Living Interest List, and other clerical duties as assigned. This position will demonstrate understanding of the sensitivity of confidential and proprietary information. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment.
Education, Training. and Experience
High School Diploma or equivalent required. One-year general office experience, computer experience and data entry experience required. Medical office experience preferred. Experience with Microsoft Word and Excel required.
Registration, Certification, Licensure, and Other Qualifications
-Must have and maintain a background and criminal history free from any disqualifying offenses as outlined by the Texas Administrative Code(TAC) and the Health and Human Services Commission(HHSC).
-Must possess and maintain a valid driver's license and automobile insurance.
oIndividualswithanout-of-statedriver'slicensemustbeabletoobtainadriver'slicenseinthe state of Texas within thirty (30)days.
-Successful completion of all position-specific training within thirty(30) days of employment and ongoing compliance with annual training requirements is required.
Knowledge, Skills. and Abilities
-Knowledge of office practices and administrative procedures.
-Skill in the use of standard office equipment and software.
-Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; and to communicate effectively.
-Ability to display regular and reliable in-person attendance.
-Understanding in the practice of Trauma Informed Care principles.
Essential Duties
The following list outlines key responsibilities for the position; however, it is not exhaustive and does not encompass all responsibilities. Additional duties may be assigned as needed.
1.Greet individuals served and guests.
o Acknowledge individuals and guests and determine who they need to see.
o Notify providers and/or appropriate office staff that someone has arrived.
o Ensure lobby and conference rooms are neat and clean.
o Assist families and individuals with finding resolutions to questions or concerns.
2. Perform other general clerical duties asassigned (typing, faxing, mailing of correspondence, ordering office supplies, maintaining office machines, filing ,etc.)
o Maintaining office machines: contact service company for copier malfunctions and issues.
o Ordering supplies:
i. Follow-up with purchasing department for order confirmation and missing supplies.
ii. Sort supplies and distributes staff.
o Correspondence:
i. Send permanency plan review notices to families.
ii. Send "no contact" letters to individuals if unreachable by phone.
3.Perform data entry on Center computer systems.
o Ensure accuracy of all data entry.
o Maintain strict confidentiality of client data.
o Complete miscellaneous CARE forms and submit to CARE Team Leader for data entry.
o Create new Local Case numbers for clients.
o Assist with entry of DSALs for End of Month billing.
oCompletedataentryonTMHPportalforICFadmissions.CommunicatewithHHSCorprovidersas needed to ensure smooth admission.
4.Adhere to Center wide Policies and Procedures.
o Demonstrate knowledge by compliance with policies and procedures.
5.Serve as MORSE Safety Officer.
6.Provide back up for LIDDA Program Manager as needed.
o Complete data entry for renewal/ revision IDRCs and IPCs.
o Monitor status of transfer data entry if necessary.
oProvideback-upandsupportforIntakeCoordinatorbyhelpingtoscheduleintakeappointments and assisting with CFC data entry and updates as needed.
o Schedule DID appointments.
o Submit CFC referrals to MCO.
7.Demonstrate ability to communicate effectively with staff, individuals served and families.
8.Add individuals to the HCS/TxHmL Interest Lists.
o Explain IDD services offered by HHSC and Denton County MHMR Center.
oConfirmindividualorguardianlivesinDentonCountyandcompleteinitialcontactpacket.
o Complete initial Interest List data entry in CARE within 75daysofinitialcontact.
oMailExplanationofServicesandoriginalIdentificationofPreferencesformtoindividual
o File original and signed copy of Preferences form in Medical records.
9.UpdateHCS/TxHmLInterestListsbiennially.Mustcontactatleast50%ofthelistthefirstyearandthe full
100% of the list by the end of the second year.
oMakecontactwithindividuals,guardiansorfamilytoconfirmcontactinformationandinterestin services.
o Complete progress notes and Interest List CARE formt of document contact.
o Complete data entry inCARE.
o Contact HHSC to update contact information on the CSIL/SASOportal.
o Ifrequested:
i. Send the individual a letter with their current Interest List status.
ii. Mail copies of the Explanation of Services or community resources.
2.Assist with monitoring of enrollment activities
oStepintoassistwithmailingofenrollmentcorrespondenceandfollowupenrollmentactivities, such as drive by check ins, as needed.
o Send offer notification letters to individuals, guardians and family within three days.
3.Participates in the Center's Zero SuicideI nitiative.
o Supports individuals experiencing a crisis by promptly connecting them with appropriate Center programs, such as the Mobile Crisis Outreach Team (MCOT), Psychiatric Triage, Crisis Prevention services, and/or other applicable resources. Ensure seamless coordination to facilitate timely intervention.
o Remains with individuals, when deemed safe, to provide support and maintain a calm environmentuntilspecializedcrisisstafforemergencypersonnelarrivetotakeoverintervention efforts.Adherestosafetyprotocolstopreventescalationofthecrisissituation.
o Participates in debriefing sessions with the immediate supervisor or designated staff following a crisis event. Collaborate with the team to review the incident, identify lessons learned, and ensure all HHSC guidelines and Center policies are followed.