Job Description:FBH HEALTHCARE OPERATIONS ASSISTANT II OPPORTUNITY TACOMA, WAWHO WE ARE:We are a values-driven organization, providing family oriented behavioral health care for children, youth and families, provided primarily in their own home and community. Our enthusiastic clinical teams provide whatever is needed to help children and youth remain safely in their own home with their family, restoring hope, providing intense mental health services and supports, and helping to strengthen the family unity. With sites located in Aberdeen, Bremerton, Burien, Olympia, Shelton, Tacoma, Tukwila, University Place, Vancouver, Yelm, WA and Portland Oregon. We offer comprehensive intensive, Wrap-around mental health services to a diverse population for youth and families. We employ over 750 energetic and compassionate employees.WHAT WE VALUE: Compassion Diversity Strength-Based-Approach Social-Justice & Our Staff! WHAT WE OFFER:
Starting Base Pay Range: $25.18 - $27.07 per hour
BENEFITS:
12 paid holidays; plus 1 personal holiday each year!
3 weeks’ vacation per year
12 sick-days per year
Medical
Dental
Vision Insurance
Life Insurance (1 time annual pay)
Retirement Plans: 403-B Employee Savings Plan and an Employer Contribution Pension
Training and Supervision:
Daily and weekly supervision and support, as needed.
This position is responsible for assisting the Family Behavioral Health site with the operations and service support necessary for smooth functioning of our site including general office management, administrative assistance, quality data entry and medical record management. The Operations Assistant II performs administrative and office support activities for multiple services areas and service contracts including providing administrative support for key system and site leadership positions. This position will be based at our Northend Tacoma site.JOB SUMMARY:General Office Management Duties· Answer incoming phone calls, handle routine inquiries, and direct appropriate inquiries to appropriate staff person demonstrating strong communication skills.· Provide outstanding customer services, greet visitors and clients and assist with inquires in a positive and helpful way.· Coordinate and distribute incoming and outgoing mail.· Assist with correspondence.· Photocopy and collate data as requested to ensure trainings/meetings are supported.· Maintain adequate office supplies (including paper supplies, coffee/snacks) for the smooth running of the office.· Anticipate office needs based on current usage, identify supplies required and order as appropriate.· Ensure contact information for staff is updated and maintain phone lists for staff.· When needed, provide leadership/staff support for travel, including airfare, hotel and car rental using agency resources responsibly.· Ensure office equipment is working and available for staff use, Interface with maintenance, copier repair, and cleaning crews so that workplace is clean, safe, and adequately supplied for staff to work.· Take lead responsibility for cell phone set up, monitoring and equipment ordering, interface with wireless provider to order staff cell phones and resolve issues.· Maintain appropriate use of agency credit cards for travel and other purchases, including documentation of use and communication to accounting.· Assists in the hiring process by sending out correspondence for employment (postcards, acceptance letters, etc.), scheduling interviews and arranging interview packets.· Assists with the checking of references for candidates.· Assists in tracking mandatory HR requirements such as new hire paperwork, training certifications, performance evaluations, etc.· Creates training reminders and assists in setting up for trainings for staff in all areas.· Order food for meetings as requested.· Provides administrative support to staff and leadership with file organization.· Perform data entry tasks as requested.· Other duties as assigned.Data Entry· Responsible for the quick and accurate entry of clinical and administrative data into the Electronic Health Record/management information system(s), to include: client registration and demographics, diagnosis, authorizations, clinical services, referral and exit information, outcome data, expenses/concrete costs, purchase orders, credit card vouchers, gift card usage, petty cash, etc.· Assess the accuracy of clinical and administrative data prior to entry into EHR and facilitate corrections with supervisors and staff prior to entry to avoid Medicaid billing errors.· Set up and maintain employee information and qualifications in the database.· Responsible for initial and monthly Medicaid status checks for all mental health funded consumers in order to verify funding compliance and third-party coverage and input all changes into the management information system (MIS). Check error reports in data systems weekly and work with the Family Preservation MIS staff to resolve all errors prior to the end of the month.· Enter completed consumer satisfaction surveys into the MIS.· Verify all consumers’ funding and authorization limits monthly through state’s MMIS website and MHO or private insurance website.· Closes out clients in the MIS when services are completed.· Maintains up-to-date tracking list of open and closed clients.Medical Administrative Assistant· Implement strategies to comply with site procedures to maintain confidentially of all clinical and medical information.· Provide empathetic engagement with consumers to schedule all patient appointments and manage the psychiatric schedule.· Make appointment reminder calls to client families and mail out pre-appointment paperwork and reminders.· Distribute pre-visit paperwork to appropriate staff and ensure its return.· Act as the primary contact person, functioning as the interface between psychiatric staff and therapists and families.· Utilize online prescription service, log prescription refills in client’s file and call or fax in medication refills per psychiatric staff’s request.· Maintain medical files with appointment records and psychiatric notes.· Input psychiatric services into billing system. Follow up with Data Management staff or Operations Manager to troubleshoot billing issues.· Guide clinical documents through the psychiatric sign-off process.· Follow proper procedures for releasing client documents.· Respond to requests for records from other providers and agencies.· Other duties as assigned.Medical Records Duties· Record Custodian: Maintains active and closed clinical charts in secure locations.· Maintain master copy of all forms (clinical and administrative) and ensure an adequate supply is available to staff.· Maintain an adequate supply of intake packets and blank clinical charts.· Coordinate with CQI Manager to monitor compliance with standards for timeliness and completeness of document submission and work with administrative and clinical leadership as it relates to direct service staff participation.· Provides technical support for therapists and care coordinators in file organization. Assists in consolidation of multiple forms and in ensuring form are complete.· Types documents per requests.· Works cooperatively with all staff to comply with contract requirements and best practice regarding disbursement of completed reports.· Ensure that invoices for services are mailed out by the 15th of the month and emailed to Accounting.Additional Administrative Supports-Financial and Information Technology· Assist in preparing bi-weekly employee payroll by tracking, scanning and mailing completed timesheets.· Assist in resolving payroll problems in a timely manner.· Handle all aspects of petty cash and purchase orders from distributing, tracking, data entry, mailing and filing.· Track inventory of gift cards and maintain spreadsheet and database.· Manage office credit cards by maintaining receipts, checking balances, and coordinating with the accounting department to ensure timely payment.· Handle all aspects of client needs checking account by processing check request, ensuring proper receipts are received, balancing leger and coordinating with accounting for transfer of funds.· Coordinate with information technology staff/follow verbal instructions in setting up computers, working through IT issues.· Install Electronic Health Record on computers when staff position requires the use of it.· Other duties as assigned.A full job description is available for all applicants who are identified to interview for this position.WHAT WE ARE SEEKING IN A CANDIDATE:
Associate’s degree or equivalent in experience.
Experience entering data into Electronic Health Records or similar data bases.
Two years’ administrative support services experience working in an office with progressively increasing duties.
Must maintain a steady completion of assigned essential duties in a timely manner to be successful and prioritize work assignments based upon FBH site priorities.
Strong computer skills with MS Office applications and attention to detail.
Excellent written and oral communication, interpersonal, organizational and problem-solving skills.
Ability to work both independently and as a member of a team.
Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations.
Must have an acceptable driving record per CCS’ driving policy (required to provide current driving abstract).
Applicant must successfully pass required background clearances prior to an offer of employment.
Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing Services.
ABOUT TACOMA:Urbanites are drawn to downtown Tacoma for its competitively priced living spaces with sweeping views of Mt. Rainier, city and water views, while families gravitate toward Tacoma’s charming, affordable neighborhoods with big city amenities. Tacoma, conveniently located on the I-5 corridor, easily accessible to Seattle. Enjoy all the area has to offer:
A haven for hikers, runners and cyclists. Tacoma is alive with activities from students attending the Universities and Trade, Technical and Community Colleges.
Tacoma’s gourmands and culinary connoisseurs have cultivated a scene that’s made national press, with top-notch meeting and convention spaces, and huge headliner concerts have drawn visitors from across the globe.
Birthplace of world-renowned glass artist Dale Chihuly, displaying at the Glass Museum, Tacoma is home to vibrant, creative community writers, artists and musicians, photographers, filmmakers, passionate entrepreneurs and business owners.
If you are on our careers page and you are interested in being considered for this opening: please click on "Apply” to upload your resume and answer a few questions for consideration.If you are not on our careers page: please apply at: to view our opportunities. and answer a few questions for consideration.Contact Karla Lacktorin, Regional Clinical Recruiter, at if you have additional questions. Note for Internal Candidates: reviews internal compensation and determines increase based on their experience and also agency internal equity factors.Catholic Community Services and Catholic Housing Services is and Equal Opportunity Employer supporting Diversity, Inclusion, and Social Justice. Please let us know if you need special accommodations to apply or interview for this position.
