Administrator/ Data Analyst

3 weeks ago

Harrisburg, United States A-Line Staffing Solutions Full time
Job DescriptionJob Description

Minimum Qualifications:

Bachelor’s degree or equivalent experience.

Minimum of one 1-year program management and office experience

Pass a background investigation and obtain agency security clearance where applicable. Proficient in Microsoft Office

Proficient with Excel spreadsheets and data-based programs.

Proficient in tracking analyzing and reporting on large volumes of data.

Supervisory experience

Role Description:

This position is for a fast-paced high-level supervisory and program/administrative management position requiring meticulous organizational skills while working within deadlines and designated timelines.

Manage forensic schedules for approximately 15 evaluators statewide within designated timeframes as outlined in regulations maintain clinical databases as required and ensure report and timesheet submission within deadlines.

Duties:

Manage personnel document processing maintaining personnel credentialing health safety and training etc.

Receive and track referral packets from OMHSAS for competency evaluations.

Check referrals for completeness

Reach out to various parties to obtain missing documentation from packets and log each outreach

Log all evaluations completed or otherwise onto spreadsheet for tracking.

Set up and maintain paper and electronic filing systems for records correspondence and other material to ensure efficient retrieval.

Review subpoenas and act as liaison as needed between the evaluator and courts.

Locate and attach appropriate files to incoming correspondence requiring replies.

Provide applicable DHS OMHSAS Policy Memos Bulletins and Regulations to evaluators and others upon request.

Manage forensic schedules for approximately 15 evaluators statewide within designated timeframes as outlined in regulations and maintain clinical databases as required.

Routinely follow up with evaluators on outstanding reports to maintain designated timelines.

Contact facility to coordinate time and place for psychiatrist / Psychologist to perform evaluations in the facility.

Coordinate Information for security clearance at each facility for each evaluator while maintaining a positive collaborative relationship with security staff.

Proofreading and formatting reports this could include reports from providers in which English is their second language followed by submission to OHMSAS for approval.

Review timesheets for accuracy and duplication submit and process timesheets.

Provide OCEP trainings with OMHSAS at conferences and to community partners and evaluators.

Submit weekly reports to OMHSAS.

De-escalate and resolve disputes.

Identify potential issues and provide suggested resolutions to commonwealth partners.

Oversee additional administrative personnel and assign workload based on contract needs.

Communication:

Communicate regularly with OMHSAS and evaluators and other sites as needed.

Routinely engages in high level professional and confidential communication with doctors’, district attorneys’ public defenders’, private lawyers’, judge’s county liaisons, Department of Corrections, county jails, other providers, and commonwealth partners via phone email Teams Zoom and in person.

Greet visitors and callers handle their inquiries and direct them to the appropriate individuals answer telephones in a professional courteous and efficient manner

Update telephone directory and other personnel changes as needed

Participate on weekly and quarterly meetings with executive level staff and bimonthly meetings with providers.

Troubleshoot Zoom calls for evaluators in real time and address no-shows by calling the facility to let them know the evaluator is present.

Follow designated chain of command for resolution of issues and notify OMHSAS immediately as issues arise beyond the scope of this position.

General Functions:

Operate office equipment such as fax machines copiers and phone systems and use computers for spreadsheet word processing database management and other applications

Maintain ethical commitment to ensure confidentiality and abide by HIPAA.

Other duties as assigned.

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