Office Intake

6 days ago

Bellingham, United States CCSWW Full time

Overview:

PART-TIME position (20-37.5 hours per week, FLEX; 8-1pm potentially up to 4pm M-F,) starting at $23.10 - $24.26 / hour (D.O.E) with COMPETITIVE BENEFITS INCLUDING:

  • Generous PTO: Paid Sick Time, Paid Vacation (15 days for F/T Employees), 11.5 Agency Paid Holidays, plus 2 Personal Holidays
  • Medical, Dental, Vision, Basic Life/AD&D and Long-Term Disability
  • Health Savings Account and Flexible Spending Account
  • 403(b) Retirement Plan and Employer Contribution Pension Plan
  • 2% Annual Longevity Increase
  • Employee Assistance Program
Per the current CBA, union positions will be subject to a 3% increase 7.1.24 and a 7% increase 7.1.25.

Program Description:
The CCS NW Recovery Centers provide a full continuum of outpatient Substance Use Disorder treatment services. CCS provides treatment to youth, adults, and their families. The CCS NW Recovery Centers are a safe, nurturing, and enriching environment where all are treated with dignity and respect, and where clients and their families become empowered to make healthy changes to stop the destruction of alcoholism and other drug dependencies. CCS emphasizes a broad range of approaches to the treatment of alcoholism and other drug dependencies, striving to serve those most in need. The philosophy of CCS NW Recovery Centers is that treatment is most effective when it is family-centered.

Position Description:
Incumbent is responsible for determining the nature of the clients request for service, in order to assist the consumer with appropriate connection to services offered by the Recovery Center. Incumbent provides reception for SUD Recovery Center and maintains waiting room area. Incumbent is responsible for performing intake and receptionist duties as assigned.

Responsibilities:
  • Schedule appointments and perform intake tasks in the collection of client demographic data where necessary.
  • Maintain counselor schedules in the Office Hours Scheduler.
  • Enter counselor schedule changes as soon as they are turned in.
  • Responsible for understanding, and maintaining up-to-date information on the time line requirements for initial appointments specific clients may have due to County and/or contractual agreements.
  • Prior to initial assessment being scheduled ensure that screening tasks are completed and collection of documents needed for assessment is available.
  • Receive incoming calls (take messages, refer, or respond) including screening telephone calls and/or walk-in requests to determine if patient is appropriate for substance abuse disorder services.
  • Call clients to confirm all appointments for the following day.
  • Check in individual and group sessions. This includes looking each client up in Medisoft, creating an event slip and collecting any payment that is due.
  • Ensure that the Clinician has the appropriate documents (including medical coupons, insurance cards, etc.) when the client arrives for the appointment.
  • Ensure all sliding fee scale clients complete process to determine assessment cost and payment.
  • Welcome and greet all walk-in clients and public in a timely and friendly manner.
  • Answer questions and provide agency information to public.
  • Receive client payments and issue a receipt for each payment received following standard operating procedures.
  • Keep money and receipt book balanced and assist with the daily deposit.
  • Distribute blank income verification and update/change forms to clients on a monthly basis.
  • Check voice-mail throughout the day, transcribe and distribute messages.
  • Assist with verification of on-line medical coupon eligibility for all new incoming or re-admitted clients.
  • Open all substance abuse disorder client files and forward to appropriate clinician.
  • Post all individual and group sessions in Medisoft daily.
  • Post all urinalysis slips daily.
  • Perform and document that checks and balances have been done to ensure all services are posted.
  • Provide secretarial support (i.e., data processing, copying, and filing) to agency programs as needed.
  • Forward requests for client information received from other agencies, courts, etc. to the appropriate clinician.
  • Process and deliver out-going mail. Open, sort, and distribute incoming mail.
  • Provide back up for other support staff during vacations, sick leave, etc.
  • Maintain meeting room schedule.
  • Responsible for the daily maintenance of office equipment (i.e., copy machine, fax machine, laser printer, postage machine, etc.).
  • Assure that all office supplies are in stock at all times and supplies are organized. Requisition supplies as needed.

Filing Responsibilities:

  • Locate and pull any old or missing clinical files for clients returning to the agency.
  • Create new clinical files to ensure there 10 youth and 10 adult files available at all times.
  • Assist with filing when needed.

Access to and protection of PHI:

  • Responsible for upholding a culture of privacy and security in highly confidential work environment (HIPAA covered entity service area).
  • Complies with all CCSWW policies and procedures that involve access to and safeguarding of client Protected Health Information (all forms).

Perform Other Work Related Duties as Assigned.

Qualifications:
  • High School Diploma or GED
  • 1 year prior office experience.
  • The ability to effectively interact with clients/public and the ability to deal with crisis situations.
  • Good composition and interpersonal skills are required as is the ability to prioritize work and meet deadlines.
  • Computer literate with the desire and ability to learn new computer software.
  • Excellent organizational, communication and customer service skills.
  • Advanced ability to multi-task and work in a fast paced environment.
  • Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing Services.
  • Support and contribute to a creative, collaborative and respectful environment that promotes teamwork.
  • Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations.
  • Demonstrated commitment to the preservation of a workplace that embraces diversity and inclusivity.
  • Criminal History Background Checks are required prior to employment.

PREFERRED:

  • Experience with non-profit agencies.
  • Experience with Medical Office Billing and Scheduling Software Systems.
  • Experience with multi-line phone systems.

For internal candidates/union positions only: Compensation is set by agreed to language in the Collective Bargaining Agreement between CCSNW & SEIU 1199NW and determined based on experience.

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