Program Assistant, Youth ACT

Northern-Rivers-Family-of-Service; City of Schenectady (NY); On-site; USD 35,000 - 48,000; Full time

Benefits offered by this job

Health care package

Tuition reimbursement

Paid time off

Holiday Pay

401(k) plan

Life Insurance

Loan repayment assistance

Free training/CEU opportunities

Job summary

Northern Rivers Family of Services seeks a Program Assistant to support the Youth ACT program from intake through discharge. You will report to the Program Director and work primarily onsite, ensuring smooth referrals, admissions, and daily operations.

The role emphasizes accurate record-keeping, timely audits, and coordination with clinicians and staff to maintain high-quality, patient-centered care.

Qualifications

• High school diploma required; associate degree preferred.
• Experience with youth services or behavioral health settings is a plus.
• Knowledge of medical records, billing, and audits is desirable.

Responsibilities

• Maintain patient-centered care throughout the ACT program lifecycle.
• Develop and track staff safety and monitoring systems.
• Manage medical records and support daily staff communication.

Skills

Staff safety monitoring

Medical records management

Billing reporting

CAIRS system

Referral/intake processing

Office communication

Scheduling appointments

Audit reporting

Education

High School Diploma

Associate's degree (preferred)

Tools

CAIRS system

Electronic medical records software

Microsoft Office

Job description

As a Program Assistant, you will maintain patient-centered care for clients receiving services from the primary licensed Youth Assertive Community Treatment (ACT) program from the referral and intake process through ongoing treatment and discharge. You will report to the Program Director, and you will work primarily onsite.Responsibilities:Develop and track a staff safety and monitoring system to include staff check-ins, and respond in case of staff or client incident.Responsible for managing medical records and supporting daily staff communication.Responsible for facilitating monthly billing reporting and needs, insurance eligibility, electronic clinical record reporting, and additional record and reporting needed to sustain program functioning.Maintain information of contact information for local service providers, first responders, community health agencies, housing, client and collaterals.Develop proficiency with the use of CAIRS system and assessment due dates for clients.Maintain hospitalization logs in the electronic clinical record to support billing functions.Manage the referral, intake, treatment, and discharge process for the Youth ACT program on a daily basisCompile and obtain all required documents for referral so program director can review referral quickly for potential admission.Contact potential program participants to review the structure of program and client needs; schedule intake appointments by coordinating with program staff.Support the Director with routine reporting and auditing documentation for accuracy and completion.Communicate with program staff the results of audits and necessary documentation due.Compile program data in a comprehensive manner, tracking any program required data, which could include client demographics, referral source, number of sessions per week, number of hours per session, critical events such as hospitalization and outcomesHelp develop program budgets, recording expenses, and tracking program spendingSchedule Psychiatrist/Psychiatric Nurse Practitioner appointments as directed by Director.Record meeting minutes and develop reporting to be submitted to shareholders/referral sources.Ensure that all appointments are correctly scheduled for program. Compile reports for ACT program for clinicians related to the accuracy and timeliness of documentation.Complete and scan paper documents over to responsible Provider or attach to appropriate participant electronic clinical record.Welcome Participants/visitors to the office and monitor waiting area for any safety or comfort concerns and respond.Triage and manage the ACT main phone line, directing callers to the appropriate team member.Responsible for maintaining office supply inventory and communicating with Director for program needsMaintain the agency vehicle's cleanliness and fuel levels on a routine basis.Accompany ACT team members into the community when a safety concern exists as directed by the Director.Requirements and Education:High School Diploma is required; Associate's degree and three years of related experience, preferredA valid NYS driver's license required.BenefitsHealth care package: medical, dental, and visionTuition reimbursementPaid time offHoliday Pay401 (K) planLife InsuranceLoan repayment assistanceFree training/CEU opportunitiesAbout Northern RiversAt Northern Rivers Family of Services, we work together to make a difference in our client's lives. Northern Rivers empowers children, adults, and families to change their lives and build stronger communities.Northern Rivers Family of Services is an Equal Opportunity Employer. We hire great people from a variety of backgrounds, not because it is the right thing to do, but because it makes us stronger! All applicants will be considered for employment without attention to race, color, religion, sex, orientation, gender identity, national origin, veteran or disability status, or any other characteristic protected under applicable law. We cherish the unique contributions of our diverse staff and are building a culture where everyone has the opportunity to do the meaningful work.