ACT Program Assistant

JOB SUMMARY: This support member of the Assertive Community Treatment (ACT) multidisciplinary team is responsible for organizing, coordinating, and monitoring all non-clinical operations of ACT under the direction of the team leader; providing receptionist activities including triaging calls, coordinating communication between the team and clients, de-escalating situations with individuals; assisting individuals, their families, and agencies to get answers to questions; serve as liaison of accounting and budget records for individuals; maintaining accounting and budgeting records for program expenditures; and operating and coordinating the management information system.

ESSENTIAL FUNCTIONS:

1. Fiscal Management - Maintain disbursement accounts to include documentation and reporting requirements. Maintain the designated sites inventory system (i.e., purchasing and monitoring of facility supplies, office supplies and equipment). Approve credit card allocations as assigned. Complete and submit purchase orders as needed. Maintain and review with the team leader the unit budget for operation of the ACT facility and assure all purchases of supplies and equipment remain within the budget.

2. Payee Services - Serve as liasion for dispursement of money to individuals according to individual budgets, treatment plan, and representative payees.

3. Facility Management - Oversee the maintenance and security of the ACT office. Oversee scheduling the use of vehicles as well as assuring maintenance and upkeep. Prepare the monthly staff work schedule and recommend and revise policies and procedures pertaining to these schedules in accordance with labor contract agreements.

4. Human Resources - Oversee the maintenance of the psychiatrist's schedule within Credible that reflects appointments, meetings, training, leave, etc. Perform Kronos timekeeper responsibilities for assigned staff. Recruit and hire for vacant office positions. Perform verification of education for staff as needed. Obtain employment references as needed.

5. Records Management - Monitor individual electronic health records and office procedures to ensure compliance with all applicable regulations. Oversee procesing of request of records information. Respond to request from individuals and agencies regarding counseling center services according to established policies and procedures. Record admissions and discharges to provide a source of information for statistical reports. Inform and consult ACT staff for the proper maintenance of ACT clinical records and conduct in- service training for ACT staff regarding clinical record requirements.

6. Reimbursement - Serve as liaison between ACT, DSS services for Medicaid Spend Down. Submit billing reports / follow up to ensure the notice has been received for billing purposes. Communicate with the reimbursement department for spend down individuals.

7. Reporting - Generate and review reports as needed to ensure appropriate data entry as well as billing.

8. Customer Service - Greet people at the ACT office and answer telephone calls including performing the following: (1) triage and coordinate communication between the team and clients; (2) get answers to questions for clients, families, community resources, and agencies; (3) work with callers to relieve urgent situations or to temporarily manage them until other staff are availiable; (4) attend to symptomatic behavior (shouting and pacing) of clients who come into the ACT office for appointments with staff or of those who come in with a clear purpose; and (5) decide when and how quickly to refer calls to other staff. Assess and report clinical behaviors and information (such as poor self-care, medical problems, and increased overt symptoms such as agitiation) that are out the ordinary for that particular individual. Assist nurses in ordering medication for individuals from pharmacies according to state purchasing regulations.

9. Meetings/Trainings - Attend meetings, as assigned by supervisior, held for a variety of purposes, to include staffing, business meetings, office manager meetings, and trainings. Take minutes as needed. Keep mandatory training up-to-date. Provide office support trainings as needed. Serve on committees as assigned.