Position Summary:
CTT is mandated to provide service to those individuals within the behavioral health system who present the greatest degree of severity of symptoms as evidenced by their multiple physical, psychiatric and legal conditions; extensive use of services and lack of follow through with treatment. These individuals measure at the highest level of medical necessity as defined by the state Adult Environmental Matrix.
The ACT Team is a specialized team that provides multidisciplinary clinical review and assessment of individuals who may be young adults, heavy users of service or actively involved in the criminal justice system and may have co-occurring behavioral health diagnoses. The ACT Administrative Assistant 1 provides support to the team leader, psychiatrist, staff, and individuals assigned to the team. This is accomplished by ensuring that the mission, goals, and philosophy of CTT and ACT regulations are operationalized within the team.
The incumbent works mainly in the office to provide supports around specific areas of need of the team and individual to ensure a smooth team process by assisting with: (a) maintaining current documents, sample chart, and filing all required documents; (b) clerical and administrative review and the completion of required documentation; (c) on site problem resolution; (d) participant benefit management and annual financial planning; (e) collecting forms, data and survey information; (f) tracking various required information, including new participant admissions; and (g) updating the Weekly NSH/Jail/Out-of-County Reports.
Duties and Responsibilities: - Assist the Team Leader and Psychiatrist with their calendar of scheduled appointments, new staff orientation, and participant admissions.
- Schedule new and follow-up psychiatric appointments with the Psychiatrist; synchronize appointments with the psychiatrist's calendar, confirm location and arrange mode of travel with staff and the participant.
- Maintain team board to track new admissions and audit charts at 6 and 8 weeks during initial admission of participants.
- Oversee the daily submission of service documents and logs with e-mail notices to the team.
- Schedule quarterly ACT Advisory Meeting; arrange with participants, family members, and outside stakeholders; keep minutes and send reminders for future meetings.
- Register new staff for CM and CU orientation.
- Maintain and track monthly staff training (In-house and with outside providers).
- Coordinate the schedule for the team's primary and shared vehicles; schedule and keep track of required vehicle maintenance and inspections; reconcile gas receipts/mileage report on a monthly basis.
- Perform quarterly review of FACE Sheets and check for 90-day nursing updates.
- Complete Discharge Summaries.
- Track CRC contact during work and on-call hours, as well as, initial contacts following inpatient admission and discharge.
- Provide essential support to team leader/team by handling all walk-ins and phone calls referring problems to team leader as needed; collect and sort, distribute team mail.
- Assist in budget facilitation by: computerizing annual plans; completing weekly/monthly vouchers in collaboration with CM and working with benefits office to ensure weekly funds distribution; assist individuals to become more independent in handling their own funds; make phone calls to DPA, SSA, etc. as needed, to resolve entitlement issues, when requested.
- Encourage individual to cooperate with the treatment program; provide a strong educational focus during contacts; maintain updated address list for family inclusion mailings.
- Prepare letter and coordinate with the Service Coordinator for providers, family, and others to participate by invite to treatment team meetings, schedule ACT Advisory Board meetings, and arrange conference calls with parties as requested.
- Work with case managers to ensure collection of monthly encounter forms, updated recovery plans and family release forms; track expiration dates and inform staff when due.
- Assist in maintaining monthly team boards with all scheduled appointments, hospital/jail admission information; updating as needed/requested. Complete Change of Information Forms; update team FACE Sheets and FACE binder quarterly, and as needed.
- Maintain supply of intake. discharge documents and maintain up to date assessments.
- Participate in team meetings; providing input on all member contacts.
- Develop database to track expiration dates for ICSP, Financial Plans, Family Releases, etc., complete quantitative portion of monthly chart audits as directed by team leader
- Attend Open Forum and other required agency meetings.
- Occasionally provide community support and assistance when requested by team leader.
- Attend in-service and other trainings as required.
- Perform other duties as required.
Skills Required: Must have good verbal and written communication skills and work well with people, have good, creative problem-solving skills; be able to work independently and be flexible and adaptive in handling changing priorities in a fast-paced work environment; computer skills required.
Education and Experience: Bachelor's Degree or LPN Preferred with experience working with people in a behavioral health setting. Previous case management experience and familiarity with case management services preferred.
Physical Demands: Ability to sit for at least one (1) hour at a time; climb stairs when visiting participant residences; lift up to 2Olbs.
Essential Functions: Must have a valid driver's license, be able to share office space and work as a part of a team.
Equal Opportunity Employment:
PMHCC, Inc. is committed to equal opportunity. It is our policy to support equal employment for all employees and applicants without regard to race, religion, color, sex, sexual preferences, age, national origin, disability, behavioral health status, military status or any other characteristic protected by law.
Americans with Disabilities Act: Employees as well as applicants who are currently, or become disabled, must be able to perform the functions of the job with either reasonable accommodation or unaided. PMHCC, Inc. will examine reasonable accommodations on a case-by-case basis in accordance with the law.