Care Team Assistant - School Programs

General Summary of Duties: The Care Team Assistant provides support for the operations of the School Programs. Responsibilities include organizing and producing materials and reports to maximize efficient team functioning, triaging calls and helping respond to student/family requests, and coordinating communication with the school districts.

Major Responsibilities/Tasks:
  • Provide clerical support for the School Program Teams, including using agency-approved forms, letters, spreadsheets, managing and maintaining files, copying, and routing, or posting information appropriately. Distribute team mail as appropriate. Ensure appropriate documents are correctly routed to Records Department or others for scanning into Electronic Medical Record (EMR).
  • Answer telephone calls, including performing the following: (1) triage and coordinate communication between the team and students/families; (2) expedite answers to questions for students/families, school districts, and other community entities and agencies; (3) work with callers to relieve urgent situations and to temporarily manage or deescalate them until another staff is available; (4) decide when and how quickly to refer calls to other staff; (5) assess and report clinical behaviors and information to the appropriate staff. Document these activities per agency policy.
  • Monitor staff schedules and meetings and serve as a liaison with other support services staff. Set-up and maintain staff schedules as appropriate, including holidays, staff vacations, appointment timeslots, training, student and staff groups, activities, and meetings; and prepare and distribute monthly calendar for agency-wide client activities.
  • Track and run appropriate daily/weekly/monthly reports and distribute them to clinicians/supervisors as requested, or make them available to staff as needed. Ensure that notifications of detentions, crisis interventions, emergency department episodes, or other inpatient episodes are distributed and/or available to clinicians as required through daily reports.
  • Support School Programs Clinical Supervisors and managers by preparing materials for team meetings and recording content as requested.
  • Ensure materials are prepared and available as necessary for student/family interventions.
  • Maintain a stock of supplies for the team from inventory by filling out purchase requisitions and ordering through the purchasing agent. Ensure all unit office equipment is in good working condition, requesting maintenance and repair when needed. Ensure basic cleanliness of common areas including kitchenette and mailroom.
  • Disclose limited client information as necessary to the position as trained by the Records Dept. Supervisor. According to agency policy and procedures, disclosures must adhere to HIPAA privacy and security standards and be logged in detail. Complete all required training and annual refreshers.
  • In addition to the above, any other responsibilities appropriate to the position and not specifically listed in the job description.

KMHS is an equal opportunity employer that does not discriminate against people regardless of age, genetic information, national origin, race/color, ethnicity, gender identity, sexual orientation, neurodiversity, disability, or veteran status. KMHS envisions an anti-racist, equitable, inclusive, and collaborative community in which all can feel welcome.

  • Comprehensive and generous health, dental and vision benefits
  • Up to 19 days of PTO and 8 paid holidays your first year (pro-rated for part-time)
  • An incredible team approach that is dynamic and collaborative
  • Loan Forgiveness, training, and extensive education available
  • Multiple locations and opportunities close to home
  • Advancement opportunities available within the agency
  • Free Employee Assistance Program and parking
  • Full Time, Part Time and PRN positions along with flexible hours for professional advancement


Minimum Qualifications:

EDUCATION: High School Diploma or GED

EXPERIENCE: Entry level (no prior related work experience)

Preferred Qualifications:

EXPERIENCE: Experienced (minimum 2 years of job-related experience)

Course work in medical/psychiatric terminology.

Experience using an Electronic Medical Record (EMR).