Operations Aide

Acacia Network; New York (NY); On-site; USD 42,000 - 52,000; Full time

Job summary

Acacia Network in New York is seeking an Operations support staff to supervise and support OTP clinic operations, streamline front desk check-in/check-out, and ensure clear communications with administrative, clinical and medical teams.

The role emphasizes coordinating front desk operations, maintaining safety standards, and proficient use of EHR and LabCorp systems, with emphasis on accuracy and timely patient flow.

Qualifications

• High School diploma or GED required.
• Minimum of one (1) year experience in Substance Abuse/Mental Health.
• Obtain within six months of hire: MAT (Medication Addictions Treatment).
• Obtain within thirty days of hire: Screening, Brief Intervention and Referral to Treatment; CASAC Ethics; Confidentiality 42 CFR; Mandated reporter.

Responsibilities

• Coordinate and ensure the overall functional operations of the front desk station.
• Maintains observation of safety issues and reports concerns to appropriate authority.
• Proficient in the use of computer, EHR, LabCorp and other electronic record systems.
• Checks patients in and out of the program daily and verifies attendance.
• Notifies patient when a service provider appointment is scheduled and/or lab testing is requested.
• Provides patient with specimen cup and printed label.
• Reports incidents, accidents and patient concerns to clinical staff.
• Documents status of clinic in staff communication logbook.
• Monitors patient conduct and behavior during duty.
• Provides general operator services, operates paging/telephone system as required.
• Attends in-service educational classes and on-the-job training.
• Assists with administrative duties and other departments as directed.
• Performs other duties as assigned.

Skills

Organizational skills

Oral and written communication

Detail-oriented

Bilingual – Spanish

Education

High School diploma or GED

Tools

EHR systems

LabCorp systems

Job description

The Operations staff will provide overall supervision and support in the OTP program to ensure the timely execution of clinic operations, facilitation of patient check-in and check-out processes and essential communications to administrative, clinical and medical staff.

MANAGEMENT/SUPERVISORY RESPONSIBLITIES:

This position has the following management/supervisory responsibility (check only one):

• This position includes no managerial or supervisory responsibilities.
• This is a supervisory position.
• This position is a managerial position.
• This is a director/administrator position.

KEY ESSENTIAL FUNCTIONS:

• Coordinate and ensure the overall functional operations of the front desk station
• Maintains observation of safety issue and immediately reports any concerns to appropriate authority
• Proficient in the use of computer, EHR, LabCorp and other electronic record systems
• Checks patients in and out of the program daily and verify patient attendance
• At check-in notifies patient when a service provider appointment is scheduled and/or lab testing are requested
• Provides patient with specimen cup and printed label
• Reports incidents, accidents and patients concerns or problems to appropriate clinical staff
• Documents status of clinic in staff communication logbook
• Monitor patient conduct and overall behavior during tour of duty
• Provides general operator services, operates paging/telephone system as required
• Attends and participates in in-service educational classes and on-the-job training program as directed
• Assists with administrative duties as directed, assists other departments in administrative matter as directed
• Perform other duties as assigned

REQUIREMENTS:

• High School diploma or GED required.
• Minimum of one (1) year experience in Substance Abuse/Mental Health.
• Obtain within six months of hire:
  • Supporting Recovery with Medications Addictions Treatment (MAT)
• Obtain within thirty days of hire:
  • Screening, Brief Intervention and Referral to Treatment
  • CASAC Canon of Ethics (6 hours)
  • Confidentiality related to 42CFR (3 Hours)
  • Mandated reporter (2 hours)
• Excellent organizational, reporting, recordkeeping skills.
• Ability to effectively communicate orally and in writing.
• Ability to organize and maintain detailed records; complete necessary paperwork and meet deadlines.
• Ability to make decisions based on education preparation and experience, which reflect consistency with Agency philosophy, policies and procedures, standards of care and review body requirements.
• Bilingual – Spanish speaking a plus.

PHYSICAL DEMANDS:

Please indicate which level of activity best describes the position (check only one):

• Sedentary Work (equivalent to lifting or exerting up to 10 pounds of force occasionally or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects. Sedentary work involves sitting most of the time but may occasional walking or standing for brief periods of time).
• Light Work (equivalent to lifting or exerting up to 20 pounds of force occasionally or up to 10 pounds of force frequently, or a negligible amount of force constantly to move objects. Physical demand requirements are in excess of those for Sedentary Work).
• Medium Work (involves exerting 20 to 50 pounds of force occasionally or 10 to 25 pounds of force frequently. Physical demand requirements are in excess of these for Light Work).
• Heavy Work (involves exerting 50 to 100 pounds of force occasionally, or 25 to 50 pounds of force frequently. Physical demand requirements are in excess of those for Medium Work).
• Very Heavy Work (involves exerting in excess of 100 pounds of force occasionally, or in excess of 50 pounds of force. Physical demand requirements are in excess of those for Heavy Work).

WORK LOCATION:

The work location(s) required of incumbents in this position are as follows (check only one):

• All work is completed in the office/ within the program.
• Majority of work is completed in the office/program, with occasional trips to the community/other sites.
• Work is completed equally in the office/program and in the community/other sites.
• All work is completed in the community/other sites, with the exception of required meetings.
• Majority of work is completed in the community/other sites, with occasional work done in the office/program.

WORK HOURS:

The work hours for this position are as follows (check all that apply):

• Has standard work schedule (set hours).
• May require work outside of standard work hours (evenings and weekends).
• On-call as required.
• Overtime may be required.
• Position subject to possible mandating.
• Shift work required.

WORK ENVIRONMENT:

Incumbents in this position are exposed to the following environmental condition(s):

• Not substantially exposed to adverse environmental conditions.
• Subject to infectious waste (typical of most patient care/housekeeping positions).
• Subject to outside environmental conditions.
• Subject to inside environmental conditions.
• Subject to both environment conditions (work occurs inside and outside).
• Subject to extreme heat (temps above 80 degrees Fahrenheit).
• Subject to extreme cold (temps below 32 degrees Fahrenheit).
• Subject to extreme noise (noise must be sufficient to cause shouting in order to be heard over ambient noise level).
• Subject to extreme vibrations (exposure to oscillating movements of the extremities of the whole body).
• Subject to work hazards (ex: moving mechanical parts, electrical current, scaffolding in high places).
• Subject to one or more condition that affects the respiratory system or skin (fumes, gas, dust, odors)

SUPERVISION RECEIVED:

Please indicate which level of supervision is required for this position (check only one):

• Close Supervision (provided with daily oversight of work day-to-day tasks, methods and functions. There are regular checks of tasks for quality and quantity of work. Employee performs a variety of routine duties within established policies and procedures or by referring to the written guidelines. Any deviation is reviewed by the supervisor).
• Routine Supervision (provided with instructions on job requirements, methods, priorities and deadlines. Advice and assistance are provided as needed. There are regular and systematic reviews of progress, quality and output, usually at discrete times, but occasionally only upon completion).
• General Supervision (provided with general instructions on an ongoing basis, usually covering only the broad aspects of the job. Incumbents exercise some control over both the technical and administrative aspects of work. Decision-making is limited in context to the completion of work tasks. Completed work is consistent with established guidelines, policies and procedures).
• Limited Supervision (provided with clear statements of objectives and resources available. Oversight by the supervisor is only exercised on longer term goals and policy issues. Completed work is reviewed for compliance with laws and regulations, and adherence to program goals, objectives, budgetary limitations and general employer policies. This level is common among most mid-level managers).
• Broad Supervision (provided with broad objectives and have broad responsibility for planning, organizing and prioritizing work. Employee exercises independent decision-making authority for determining work objectives and goals to be accomplished, independently plans, designs and carries out programs, projects in accordance with broad policy statements or legal requirements. This level is common among senior management).

Acknowledgment of Job Description

This will acknowledge that I have received, reviewed and understand the above job description and will discuss with my supervisor if I have any questions. I further acknowledge that I am capable of performing the essential functions of the job, with or without reasonable accommodation. I understand and agree that nothing in this job description is binding, and that the organization remains free to change the duties and responsibilities of the above described job at any time, with notice to the union, and at management discretion.

_____________________________ ___________________________ _____/_____/_____

Employee Name (Print) Employee Signature Date