Program Assistant - HOST

POSITON TITLE: HOST Program Assistant                      Non-Exempt Position

RESPONSIBLE TO: HOST Team Lead and Program Director

MAJOR DUTIES:  This support member to the  team is responsible for organizing, coordinating and monitoring all nonclinical operations under the direction of the team leader; providing receptionist activities including triaging calls, coordinating communication between the team and clients, deescalating situations with clients who have increases of symptomatology, and assisting clients, their families and agencies to get answers to question; maintaining accounting and budget records for client and program expenditures; and operating and coordinating the management information system. In fulfilling these duties, the incumbent performs the following duties independently:

1. Prepare the monthly staff work schedule and recommend and revise policies and procedures pertaining to these schedules in accordance with labor contract agreements.

1. Maintain records of time staff worked and leave time.
2. Maintain and review with the team leader the unit budget for operation of the facility and assure that all purchases of supplies and equipment remain within that budget.

1. Order and maintain unit supplies, equipment, and furniture; arrange for repair of office furniture and equipment; record mileage logged on program vehicles; and arrange for maintenance of program vehicles.

1. Assist nurses in ordering medication for clients from pharmacies according to state purchasing regulations.
2. Record admissions and discharges to provide a source of information for statistical reports.
3. Maintain client charts according to the standards of the Joint Commission on Accreditation of Healthcare Organizations and other certifying bodies, including the following: set up charts for newly admitted clients; file materials in client charts and files to assure current, accurate information is available; and monitor ACT clinical charts in coordination with the team leader, to assure that they are being maintained in accordance with unit policies and procedures.

1. Inform and consult with staff for the proper maintenance of clinical charts and conduct in-service training for  staff regarding clinical charting requirements.

1. Type letters, memos, and reports using word-processing equipment.
2. Prepare letters to request medical records and client authorizations and maintain log of requests and records received.
3. Design and maintain forms to obtain and maintain insurance information regarding all clients.
4. Collect necessary data and prepare reports.

1. Sort, route, and prioritize incoming mail with distribution to appropriate staff.
2. Greet people at headquarters and answer telephone calls including performing the following: (1) triage and coordinate communication between the team and clients; (2) get answers to questions for clients, families, community resources, and agencies; (3) work with callers to relieve urgent situations or to temporarily manage them until other staff are available; (4) attend to symptomatic behavior (shouting and pacing) of clients who come into the ACT office for appointments with staff or of those who come in without a clear purpose (persons without something to do or who come in because of distress); and (5) decide when and how quickly to refer calls to other staff.
3. Assess and report clinical behaviors and information (such as poor self-care, medical problems, and increased overt symptoms such as agitation) that are out of the ordinary for that particular client.
4. Manage and operate a system to disperse money to clients according to individual client budgets in accordance with clients’ treatment plan case managers.

1. Manage and maintain an account with a local bank for deposits and withdrawals of client budgets.

1. Communicate regularly with financial guardians and protective payees of clients to coordinate individual patient budgets between the program and guardians or payees.
2. Manage and operate the system to document all cash transactions with receipts signed by clients upon receiving cash.
3. Manage and operate the system to receive money from guardians or payees, maintaining a record of receipt and the current balance for each client.
4. Communicate with landlords regarding client rental agreements and payment of rent.
5. Operate and coordinate the computer and management information systems for the program.
6. Complete the training for apple health/medical insurance (https://www.hca.wa.gov/free-or-low-cost-health-care/i-need-medical-dental-or- vision-care/community-based-training);
7. Assist patients receiving services and their families in accessing Medicaid benefits;
8. Provide patients access to WA. Apple Health BH Services Booklet (https://www.hca.wa.gov/free-or-low-cost-health-care/i-need-medical-dental-or- vision-care/apple-health-client-booklets);
9. Other duties as assigned.

 KNOWLEDGE AND SKILLS REQUIRED

1. Education and experience in the field of human service (e.g., associate or bachelor’s degree in human services or experience as an inpatient unit clerk or in a medical clinic), or office management or both is preferred.

1. Possess people and problem-solving skills to assist and support clients with severe and persistent mental illnesses and their families.

1. Solid organizational skill and ability to make contacts and establish relationships to get information necessary for the program to function within the larger system.
2. Knowledge of computers and software; simplified bidding, contracting, billing, and accounting procedures; medical records management; and personnel policies and procedures is required.
3. Must have a strong commitment to the right and ability of each person with a severe and persistent mental illness to live in normal community residences; work in market jobs; and have access to helpful, adequate, competent, and continuous supports and services.
4. Skills and competence to establish supportive trusting relationships with persons with severe and persistent mental illnesses and respect for client rights and personal preferences in treatment are essential.
5. Valid driver’s license for the state of Washington. 

COMPLEXITY

The incumbent provides agency based services to clients in seeking treatment. Strong communication skills, sound judgment, and creativity are required to help implement and deliver support services that meet the complex needs of the clients.

PERSONAL CONTACTS

Contacts are with members of the treatment team, clients, significant others of the clients, administrative, supervisory and clerical personnel, employers, representatives of various community agencies specializing in the treatment of chemical abuse, related community representatives including lawyers, parole officers, and other court officials. All personal contacts are carried out in accordance with federal and state statues, laws and regulations dealing with the confidentiality of alcohol and drug-dependent client records.

PHYSICAL DEMANDS

While performing the essential functions of the job, the employee is regularly required to sit, speak clearly, hear and use hands and fingers to manipulate writing utensils and keys on a keyboard. The employee is occasionally required to stand, walk, reach with hands or arms, stoop, kneel, crouch or lift and/or move maximum of 15 lbs.

WORKING ENVIRONMENT

Most working hours are spent in the community.