Program Assistant – ACTT

Pyramid Healthcare Inc; Jacksonville (NC); Hybrid; USD 35,000 - 48,000; Full time

Job summary

Pyramid Healthcare Inc. in Jacksonville, NC is seeking a Program Assistant to support the Assertive Community Treatment Team (ACTT). The role centers on administrative tasks, medical records management, and client coordination to ensure compliant, timely care.

The ideal candidate is organized, dependable, and detail-oriented, comfortable in a fast-paced behavioral health setting, and capable of supporting clinicians with intake, documentation, and scheduling.

Qualifications

• High School Diploma or GED required.
• 18 years of age or older required.
• Strong organizational and administrative skills required.
• Ability to maintain confidentiality and professional boundaries.
• Ability to communicate effectively with clients, families, and a multidisciplinary team.
• Strong attention to detail and follow-through.

Responsibilities

• Maintain and organize mental health medical records.
• Scan, upload, and maintain discharge and clinical documentation.
• Monitor tracking systems and ensure documentation is completed accurately and timely.
• Coordinate mental health authorizations and maintain tracking grids.
• Track and coordinate PCP updates.
• Create monthly client visit templates.
• Communicate outstanding items, delinquencies, and trends to the Team Leader.
• Contact clients regarding medical and doctor appointments.
• Assist the ACTT team with client contacts and follow-up.
• Prepare intake packets and program materials as needed.
• Ensure mental health forms are up to date.
• Maintain program workrooms and supplies.
• Replace outdated forms with current versions.
• Participate in CQI activities and regulatory compliance.
• Provide front desk phone coverage as needed.

Skills

Organizational skills

Administrative skills

Communication skills

Confidentiality

Team player

Attention to detail

Multitasking

EMR/EHR

MS Office

Phone systems

Education

High School Diploma or GED

Associate/Bachelor in Human Services

Tools

EMR/EHR software

MS Office

Telephone systems

Copiers/Scanners

Job description

Pyramid Healthcare is dedicated to offering the highest quality of care to those we serve. A focus on client-focused care establishes our family of brands as respected leaders in addiction treatment, mental health recovery and eating disorder treatment modalities.

Pyramid Healthcare offers comprehensive behavioral healthcare defined by supportive environments that offer patients the strength they need to overcome life’s challenges. We offer behavioral healthcare services – psychiatry, addiction recovery, mental disorder treatment, etc. – that allow clients at all stages of recovery or rehabilitation to reclaim health and well-being.

Support a Team Making a Difference in the Community

Pyramid Healthcare is seeking a Program Assistant to join our Assertive Community Treatment Team (ACTT) in Jacksonville, NC.

The Program Assistant provides essential administrative and client-support services that help the ACTT team operate efficiently and maintain high standards of documentation and compliance. This position is responsible for managing records, coordinating authorizations, tracking important client information, preparing intake materials, and assisting the clinical team with client follow-up.

The ideal candidate is organized, dependable, detail-oriented, and comfortable working in a fast-paced behavioral health environment.

What You’ll Do

Maintain and organize mental health medical records

Scan, upload, and maintain discharge and clinical documentation

Monitor tracking systems and ensure required documentation is completed accurately and timely

Coordinate mental health authorizations and maintain authorization tracking grids

Track and coordinate Primary Care Provider (PCP) updates

Create monthly client visit templates

Monitor documentation and communicate outstanding items, delinquencies, and trends to the Team Leader

Contact clients regarding medical and doctor appointments

Assist the ACTT team with phone and face-to-face client contacts and necessary follow-up

Prepare intake packets and other program materials as needed

Ensure required mental health forms are available and up to date

Maintain and organize program workrooms and supplies

Replace outdated forms with current versions

Participate in agency Continuous Quality Improvement (CQI) activities as assigned

Support the program’s compliance with applicable federal, state, and local regulations

Follow all company policies, procedures, and documentation standards

Provide front desk phone coverage during lunch, holidays, and/or staff vacation periods when needed

What We’re Looking For

Required

High School Diploma or GED

Must be 18 years of age or older

Strong organizational and administrative skills

Ability to maintain confidentiality and appropriate professional boundaries

Ability to communicate effectively with clients, families, and members of a multidisciplinary treatment team

Strong attention to detail and follow-through

Preferred

Associate’s or Bachelor’s degree in Human Services or a related field

At least one year of experience working with individuals in a mental health or behavioral health setting

Experience working with Electronic Medical Records (EMR/EHR)

Experience with medical records, authorizations, documentation, or other behavioral health administrative functions

Skills & Qualifications

Successful candidates will demonstrate:

Strong interpersonal and communication skills

Professionalism, maturity, and sound judgment

High ethical standards and respect for confidentiality

Ability to work collaboratively as part of a team

Willingness to learn and grow professionally

Ability to maintain appropriate professional and personal boundaries

Strong attention to detail and organizational skills

Ability to manage multiple responsibilities and meet deadlines

Comfortable using:

Electronic Medical Records (EMR/EHR)

Microsoft Office and standard computer applications

Telephone and cell phone systems

Copiers and scanners

Why Join Pyramid Healthcare?

Pyramid Healthcare is committed to providing compassionate, comprehensive behavioral health and addiction treatment. As a Program Assistant on the ACTT team, you’ll play an important role in supporting the clinical team and helping ensure clients receive coordinated, consistent care in the community.

We are committed and proud to live our CORE values and use them to inspire those around us. Our employees are expected to align with these values, behaviors, and standards. We are held accountable for upholding these CORE Values: INTEGRITY is striving to be honest, transparent, and ethical when dealing with clients, staff, and the community. DEDICATION is demonstrating an unwavering commitment to always provide exceptional care and support to those we serve is needed daily. COLLABORATION is a steadfast, team-focused approach; working together to achieve excellence. PASSION is genuine, compelling, and relentless desire to improve lives and support Pyramid Healthcare’s mission.

Pyramid Healthcare, Inc. is proud of its diverse workforce, and is an Equal Opportunity Employer.