Program Assistant of Hope House

BestSelf; Buffalo (NY); On-site; USD 38,000 - 46,000; Full time

Benefits offered by this job

Generous paid time off

Student loan forgiveness programs

Health insurance options

Career growth opportunities

Job summary

BestSelf Behavioral Health is seeking a Program Assistant to organize and coordinate non-clinical operations under team leadership. Responsibilities include receptionist duties, triaging calls, coordinating communications with consumers, and maintaining program MIS and financial records.

The role involves handling filing, handling Medicaid activity, chart management, and billing support. Strong computer skills and teamwork are essential for success in this position.

Qualifications

• Knowledge of the operation and use of personal computer, including Excel and Word.
• Ability to organize and maintain auditing materials.
• Ability to communicate effectively with a variety of professionals.

Responsibilities

• Filing, photocopying, answering telephones and general document creation, type letters, memos, and reports per staff request.
• Maintain staff safety log, communicate with and track staff in the field for safety purposes as per the safety protocol.
• Track purchase order requests.
• Maintain tracking of motel and vendor use by staff on behalf of clients.
• Maintain Medicaid account activity of consumers.
• Open new consumer charts, maintain active charts, and close out terminated consumer charts.
• Attend daily morning clinical meetings.
• Maintain auditing of client charts for documentation and billing.
• Coordinate with administrative business office for appropriate billing.
• Record admissions and discharges and provide information for statistical reports.
• Prepare letters to request medical records and maintain HIPAA logs.
• Operate and coordinate the computer and management information systems for the program.

Skills

Excel

Word

Communication

Problem solving

Time management

Education

High School diploma or equivalency

Two-year Business School

Tools

Microsoft Office

Job description

This program assistant is responsible for organizing, coordinating and monitoring all non-clinical operations under the direction of the team leader; providing receptionist activities including triaging calls, coordinating communication between team and consumers; maintaining accounting and budget records for program expenditures; and operating and coordinating the management information system.

RESPONSIBILITIES:

• Filing, photocopying, answering telephones and general document creation, type letters, memos, and reports per staff request.
• Maintain staff safety log, communicate with and track staff in the field for safety purposes as per the safety protocol.
• Track and maintain flexible wrap fund accounts.
• Track purchase order requests.
• Maintain tracking of motel and vendor use by staff on behalf of clients.
• Track and maintain Medicaid account activity of consumers.
• Open new consumer charts, maintain active charts, and close out terminated consumer charts.
• Attendance and participation in daily morning clinical meetings.
• Maintain accurate auditing of client charts, both for required documentation and billing purposes.
• Work cooperatively with administrative business office to insure appropriate billing is conducted.
• Record admissions and discharges and provide a source of information for statistical reports.
• Maintain consumer charts according to agency standards including the following: set up charts for newly admitted consumers; file materials in consumer charts and files to assure current, accurate information is available; and monitor clinical charts in coordination with the team leader, to assure that they are being maintained in accordance with unit policies and procedures.
• Prepare letters to request medical records and client authorizations and maintain a log of requests and record received per HIPAA compliance regulations.
• Operate and coordinate the computer and management Information systems for the program.
• Schedule and assigned duties are subject to change based on the needs of the program and the clients we serve.

REQUIRED KNOWLEDGE AND SKILLS:

• Knowledge of the operation and use of personal computer, including Excel and Word
• Ability to organize and maintain auditing materials.
• Ability to communicate effectively with a variety of professionals.
• Must be adept at problem-solving, possess strong interpersonal skills.
• Must be able to prioritize and plan work activities as to use time efficiently.
• Must be organized, accurate, thorough and able to monitor work for quality.
• Must be dependable, able to follow instructions, respond to management direction.
• Ability to establish and maintain good working relationships with multidisciplinary team.

QUALIFICATIONS:

• High School diploma or equivalency including or supplemented by courses in typing and computer operations PLUS one year full-time paid experience performing some combination of secretarial and data entry duties

OR

• Graduation from two-year Business School with courses in typing and computer operations.
• Bi-lingual preferred, Spanish and English

Some things you can look forward to:

• Welcoming, team environment, that inspires you to thrive and be your BestSelf!
• Generous paid time off
• Various student loan forgiveness programs
• Multiple and diverse health insurance options
• Many other unique lifestyle & personal insurance options
• Professional license/certification renewal reimbursement
• Defensive driving course reimbursement (if required for position)
• Career growth and advancement opportunities
• We look forward to telling you more!

BestSelf Behavioral Health considers all applicants for all positions without regard to race, religion, creed, gender, national origin, age, disability , marital or veteran status, sexual orientation, or any other legally-protected status. Please note, applicants must be legally authorized to work in the United States. The agency is unable to provide visa sponsorship or work authorization for this position.