Department Assistant - PACT Team

General Summary of Duties : The Department Assistant is a support member of the PACT team and is responsible for organizing, coordinating, and monitoring all non-clinical operations of PACT; providing receptionist activities, including triaging calls and de-escalating clients on the phone, coordinating communication between the team and clients, and assisting clients, their families and agencies to get answers to questions, and maintaining accounting and budget records for client and program expenditures.

Supervisory Responsibilities : None

Major Responsibilities/Tasks :
  • Provide secretarial support for the PACT Team, including completing forms, letters, correspondence, and memos, managing and maintaining files, copying and routing, or posting information appropriately. Ensure materials are prepared and available as necessary for groups and other client interventions. Distribute Team mail as appropriate. Ensure appropriate documents are scanned or properly routed to Records Department for scanning into Electronic Medical Record (EMR).
  • Answer telephone calls, including performing the following: (1) triage and coordinate communication between the team and clients; (2) expedite answers to questions for clients, families, and other community entities and agencies; (3) work with callers to relieve urgent situations and to temporarily manage or deescalate them until other staff are available; (4) decide when and how quickly to refer calls to other staff; (5) assess and report clinical behaviors and information that seem out of the ordinary for that particular client. Document these activities as requested.
  • Establish effective linkages with on-site PCP and with community medical clinics/providers and hospital staff regarding client care, follow-up, transitional care, and coordination needs of Team clients. Assist the Team with timely communication with primary and specialty medical care providers, acute care hospitals, and emergency departments. Prepare letters to request medical records and client authorizations and maintain a log of requests and records received.
  • Operate and coordinate the computer and information management systems for the Team. Maintain basic knowledge of medical records, IS and HR procedures, and forms to answer staff questions and facilitate problem-solving.
  • Prepare and distribute monthly staff work schedule and after-hours schedule promptly. Monitor Team staff schedules and meetings and liaise with other support services staff. Set up and maintain Medical Provider Profiler (EMR) schedule. Scheduling includes monitoring holidays, staff vacations, appointment timeslots, training, client and staff groups, activities, and meetings.
  • Assist with gathering and tracking health information and entering health data into the electronic medical record and other relevant health data systems. Provide support to the care Team by monitoring compliance with requirements and running related reports as requested. Collect necessary data and prepare reports. Record admissions and discharges to provide a source of information for statistical reports.
  • Provide support to Team Supervisor and staff to interpret, prioritize and present Health Analyst generated client health data to the Team, with assistance from Team Nurse and Psychiatric Medical Provider. Communicate key client health information and needs to interdisciplinary Care Team members for comprehensive care coordination and treatment planning.
  • Track and run appropriate weekly/monthly reports and distribute to clinicians/supervisors as requested, or make 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 needed through daily reports.
  • Assist medical providers and nurses with preparing UA forms and obtaining vitals, lab orders, and results.
  • Support Team Supervisor by preparing materials as needed for Team meetings and recording content as requested.
  • Maintain petty cash supply for the unit as requested; ensure that it is balanced, receipts are turned in, and a copy of the ledger is promptly given to accounting and the team supervisor.
  • 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.
  • Maintain and review with the team leader the unit budget for the operation of the PACT team and assure that all purchases of supplies and equipment remain within that budget.
  • Update and maintain policies and procedures manual to assure that current and accurate information is available to staff.
  • Communicate regularly with financial guardians and protective payees of clients to coordinate individual patient budgets between the PACT program and guardians or payees.
  • Disclose limited client information as necessary to the position as trained by the Records Dept. Supervisor. Disclosures must adhere to HIPAA privacy and security standards and be logged in detail according to agency policy and procedures. Complete all required training and annual refreshers.
  • The team assistant can transport clients to and from medical appointments and treatment plan appointments in coordination with the team leader/team supervisor.
  • 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.

Benefits:
  • 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


Qualifications

Minimum Qualifications :

EDUCATION: High School Diploma or GED

EXPERIENCE: Entry level (minimum 1 year of job-related 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).