Program Support Specialist

Hearts of Healing Counseling Services (HOHCS); Richmond, Northern (VA, KY); Hybrid; USD 38,000 - 52,000; Full time

Job summary

Hearts of Healing Counseling Services (HOHCS) is seeking a Program Support Specialist to maintain administrative duties and ensure programs operate in line with agency policy and DMAS/DBHDS regulations.

Responsibilities include onboarding new hires, preparing reports, reviewing resumes, coordinating client referrals, scheduling assessments, and supporting clinical staff. The role requires proactive communication with executive leadership and QA to maintain compliance and program growth.

Responsibilities

• Arrive to office by 9am
• Submit Administrative report by Monday Close of business via email to Business Executive Director and CEO
• Review hiring sites and pull resumes of potential employees
• Review resumes of potential employees, conduct interview as needed and offer employment to qualified applicants.
• Maintain an accurate list of all cases and case assignments
• Conduct all required employee evaluations.
• Ensure all new hires are orientated within 15 business days of employment.
• Train new and current employees on appropriate work expectations to ensure professionalism and promote the agency mission.
• Ensure that Crisis and Incident Reports are completed immediately after the incident.
• Identify relevant staff strengthening and conduct in-service training.
• Conduct, develop weekly staff meetings for staff and training and development
• Meet with staff individually to address or discuss any questions, comments, or concerns and present to executive director with solution focus.
• Conduct follow- up chart audits based on reports from Quality Assurance to ensure compliance with all DMAS and DBHDS regulations.
• Conduct follow –ups with Human Resource to ensure all employee charts are in compliance with VA State and federal laws, DMAS and DBHDS regulations.
• Ensure all pre-screenings on all client referrals are completed
• Schedule initial assessments on new referrals
• Complete intake process for new and submit to Clinical Staff for review and approval signature.
• Review Documentation submitted by Case Manager
• Submit all completed documents to Quality Assurance
• Maintain 1-2 clients as needed
• Maintain communication with all MCO’s regarding client services or authorizations
• Build upon current system to elicit client referrals and growth of the program
• Provide direct services during a QMHP-A-C-E-T absence or whenever needed
• Identify and develop innovative ways to promote the program to consumers in the community
• Interface with collateral community providers and associations
• Discuss with Business Executive Director & CEO complete and present all disciplinary action write ups and present to Executive Director
• Maintain all regulation updates from and report to Business Executive Director, Clinical Staff. QA Director, and Case Manager
• Along with other administrative duties

Job description

Program Support Specialist will maintain and provide all administrative duties to ensure the programs operate according to agency policy and procedures, DMAS and DBHDS regulations.

• Arrive to office by 9am
• Submit Administrative report by Monday Close of business via email to Business Executive Director and CEO
• Review hiring sites and pull resumes of potential employees
• Review resumes of potential employees, conduct interview as needed and offer employment to qualified applicants.
• Maintain an accurate list of all cases and case assignments
• Conduct all required employee evaluations.
• Ensure all new hires are orientated within 15 business days of employment.
• Train new and current employees on appropriate work expectations to ensure professionalism and promote the agency mission.
• Ensure that Crisis and Incident Reports are completed immediately after the incident.
• Identify relevant staff strengthening and conduct in-service training.
• Conduct, develop weekly staff meetings for staff and training and development
• Meet with staff individually to address or discuss any questions, comments, or concerns and present to executive director with solution focus.
• Conduct follow- up chart audits based on reports from Quality Assurance to ensure compliance with all DMAS and DBHDS regulations.
• Conduct follow –ups with Human Resource to ensure all employee charts are in compliance with VA State and federal laws, DMAS and DBHDS regulations.
• Ensure all pre-screenings on all client referrals are completed
• Schedule initial assessments on new referrals
• Complete intake process for new and submit to Clinical Staff for review and approval signature.
• Review Documentation submitted by Case Manager
• Submit all completed documents to Quality Assurance
• Maintain 1-2 clients as needed
• Maintain communication with all MCO’s regarding client services or authorizations
• Build upon current system to elicit client referrals and growth of the program
• Provide direct services during a QMHP-A-C-E-T absence or whenever needed
• Identify and develop innovative ways to promote the program to consumers in the community
• Interface with collateral community providers and associations
• Discuss with Business Executive Director & CEO complete and present all disciplinary action write ups and present to Executive Director
• Maintain all regulation updates from and report to Business Executive Director, Clinical Staff. QA Director, and Case Manager
• Along with other administrative duties