Clinical Administrative Assistant

Job Type: Full-time

Description:

The Qualified Professional Assistant provides clinical administrative support to the Qualified Professional(s) and performs select administrative functions of the office, as needed. This role is responsible for ensuring the smooth operation of the office, including but not limited to, providing administrative support, participating in Individual Supports Plan (ISP) and treatment team meetings, and assisting with the submission of incident response improvement system (IRIS) reports and treatment authorization requests (TARs).

Responsibilities:

• Provide administrative support to the Qualified Professional(s), Director/CEO, and Leadership Team, as needed.
• Participate in Individual Supports Plan (ISP) and treatment team meetings.
• Assist QP with writing short-range goals according to the ISP, and inputting the goals into Therap.
• Participate in and schedule admission assessments and create in-service training for all new admissions.
• Review monthly service notes, including but not limited to, monthly summaries, progress notes and incident reports for completion and accuracy.
• Assist QP with submitting incident response improvement system (IRIS) reports by the required deadlines.
• Assist QP with submitting treatment authorization requests (TARs), as needed.
• Assist with distributing annual member documentation to internal staff (i.e. annual ISPs, short-range goals, authorizations, etc.).
• Ensure quarterly monitoring documents are correct and submitted to the requesting care manager by the assigned deadline.
• Monitor client service grids for progress and complete monthly QP note.
• Assist QPs with completing monthly client visits at the residential facilities and day program.
• Conduct monthly documentation training for all new hires.
• File Alliance weekly updates.
• Participate on agency committees and record/document meeting minutes for distribution to members.
• Develop QA/QI and Human Rights Committees meeting agendas and distribute to committee members prior to scheduled meeting.
• Participate in agency audits and team meetings, as required.
• Construct memos, letters, charts, graphs, etc. for distribution at the request of the Leadership Team.
• Maintain clinical calendar of appointments, meetings, and trainings.
• Approve EVV visits for weekly submission to the HHA portal for billing.
• Conduct bi-weekly and/or monthly monitoring visits for Periodic members, as assigned.
• This position is not limited to only these administrative tasks and responsibilities.

Quality Assurance and Improvement:

• Assure that service documentation is clearly written, reflects the specific goals and symptoms to be addressed, pursuant to the person-centered plan (PCP).
• Provide direct supervisor and support team with ideas/suggestions of how service provision can be improved.

Technical Knowledge:

• The ability to demonstrate appropriate interaction with consumer and community agencies/resources and agency requirements and procedures.
• The ability to understand and discuss concepts and information that relate to the services and supports being used; and understand the indicators of developmental delay, disability, or co-occurring disorders.

Cultural Awareness:

• The ability to demonstrate the delivery of services to a diverse population. Understands and can articulate how cultural differences can affect treatment. Ability to communicate and to provide competent and appropriate services to diverse populations.
• The ability to understand the various cultures, genders, socioeconomic influences, and religious beliefs of the individuals served and advocates for those individual beliefs throughout the planning and plan implementation process.

Communication Skills:

• The ability to effectively formulate and clearly articulate ideas in both verbal and written forms. The ability to effectively interpret and convey verbal and non-verbal information through appropriate means for the individual and the population served.
• Maintain consistent communication with his/her supervisor regarding documentation, authorizations, individual progress towards goals, and individual satisfaction.
• Maintain regular contact with persons-served, their treatment teams, guardian, and significant persons in individuals' lives.

Clinical Skills:

• The ability to successfully assess, evaluate, and provide individuals with services, supports, and resources appropriate to the identified strengths, preferences, needs and conditions.

Qualifications:

• Must meet Para, Associate, or Qualified Professional Status as defined by 10A NCAC 27G.0104.
• Must have a Two-Year Degree in a Human Service related field.

Experience:

• Experience working with the population served is preferred, but not required for Para and Associate level support staff.

Training:

• Must successfully complete all state required trainings pursuant to the support service delivered.
• Must successfully complete all required SERENITY THERAPEUTIC SERVICES, LLC trainings and in-services.

Additional Requirements:

• Basic mathematical skills.
• Ability to read, write and understand the language of the person served, and read and write in English.
• Ability to follow instructions.
• Ability to work as a team member.
• Valid driver's license, reliable transportation, acceptable driving record, clean criminal records report, and clean Health Care Registry check.

Performance Expectations:

• The Qualified Professional Assistant will serve as a role model to support staff, by consistently conducting him/herself in a professional and ethical manner in all situations, including but not limited to promptness of completing assignments, verbal/non-verbal communications, maintaining professional boundaries, representing Agency with a professional image, appropriate attire (see Employee Handbook), complying with Federal Anti-Kickback Laws, and not engaging in, or coercing others to engage in, any fraudulent behavior (see Federal Anti-Kickback Laws and Medicaid Fraud Defined).
• Have or develop a working knowledge of various forms of developmental disabilities and common accompanying issues.
• Monitor the Division of MH/DD/SAS, Division of Medical Assistance, Value Options, and Local Management Entities websites for changes to and impact on services to be provided.
• Have or develop a working knowledge of rules, service definitions, and statutes governing the provision of the services provided.
• Have or develop a working knowledge of all applicable authorization/re-authorization processes, Agency policies and procedures, documentation requirements, and billable tasks.
• Have or develop a working knowledge of local community resources, both public and private.
• Maintain a person-centered focus throughout service provision.
• Serve as a team player to the general office staff and Agency as a whole.
• Provide services according to the philosophy, standards, values and ethics set forth by Agency.
• Follow all Agency policies and procedures.
• Participate in all required team meetings, committees, and audits as required.
• Maintain current training and certifications/licensure requirements.

Requirements:

• Accuracy Required in Work and Consequence of Error: The Qualified Professional Assistant is responsible for ensuring systems are in place to address the on-going facilitation of services to each individual, as well as oversees the collective services of his/her caseload, which has the potential to severely affect the health and safety of persons-served and staff. This position has a fiduciary responsibility to Agency, including but not limited to billing, in which errors could result in significant funding infractions for the Agency.

ADA Essential Functions of the job:

• While performing the duties of this job, the employee is continuously required to sit and talk or hear 50% of the time. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel objects; reach with hands and arms; and stoop, kneel, crouch or crawl. The employee must regularly lift and/or move up to 20 pounds and occasionally lift/or move up to 30 pounds. Specific vision abilities required by this job include close vision, peripheral vision, depth perception and the ability to adjust focus. Occasionally move about inside the office to access file cabinets, office machinery, etc. Employee will constantly operate a computer and other office productivity machinery such as calculator, copy machine, computer printer and overhead projector. There will also be interaction with individuals served.

Supervision and Training Provided to Employee:

• The local office will provide initial training. On-going training and supervision is provided by the supervisor.

Physical Effort:

• A variety of physical activities are necessary for this position and depending upon the needs of the individuals of the agency. From time-to-time, travel will be required, which may include out-of-town travel. There will also be interaction with persons-served at each local office.

Work Environment and Conditions:

• The Qualified Professional Assistant works primarily in environmentally controlled offices where conditions are pleasant, although visits to the sites where services are being provided are necessary to ensure the quality and provision of services to the individuals.

Direct Supervisor for this position:

• Immediate supervisor is the Lead Qualified Professional; indirect supervisor is the Director/CEO.