Program Support Specialist

Bridgeway Behavioral Health Services; Union (NJ); On-site; USD 41,000 - 50,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

403b

Flexible schedules

Paid holidays

Job summary

Bridgeway Behavioral Health Services is seeking a Program Support Specialist in New Jersey. The role involves facilitating team communication, managing housing vouchers, and ensuring Medicaid billing forms are submitted timely. You will support data management, scheduling, and client interaction in a dynamic clinical setting.

The position requires a high school diploma with a preferred Associates Degree in Administrative fields. English proficiency is essential, with Spanish helpful.

Qualifications

• High School Graduate or equivalent required; Associates Degree preferred in Administrative/SB program.
• Spoken, reading and writing English; Spanish speaking preferred.
• Experience with electronic data platforms, data collection, data tracking, billing processing, and supply management is strongly preferred.
• Valid driver’s license required.
• Confidentiality and careful handling of mental health information is essential.

Responsibilities

• Facilitates communication among team members and persons served as initial point of contact.
• Oversees housing vouchers for assigned teams and ensures Medicaid billing forms are submitted.
• Maintain electronic health records and appointment calendars; answer and route calls.
• Prepare and submit weekly/monthly reports and support data integrity.
• Coordinate and manage administrative tasks, filing, and supply inventory.

Skills

Customer service

Data management

Administrative support

Communication skills

Education

High School Graduate

Associates Degree (Administrative Assistant/Business)

Tools

Traverse PO System

Concur System

Job description

Bridgeway values and promotes quality clinical and administrative practices to foster the best outcomes for persons who come to us for behavioral healthcare. We offer a work environment that supports teamwork, creativity, innovation, professional growth and dedication to the work. At Bridgeway, we never stop growing and innovating our vision of behavioral healthcare for the future.

Why you should apply: As a Program Support Specialist you will join an evidence-based program and a dynamic team for the opportunity to learn and refine your clinical and engagement skills and accomplish your dream of helping people to make progress on their unique recovery journeys. The work is sometimes challenging and always rewarding by engaging with persons we serve and co-workers as we all learn, grow, and thrive.

Department: SHU/ISH/RIST 2

Salary: $45,000

Location: 3 days at Union Office (373 Clermont Terrace) and 2 days at Fords Office (720 King Georges Rd)

Work hours: Monday-Friday 9:00am-5:00pm

Position Overview: Facilitates communication among the team members and people served often serving as the initial point of contact for persons served calling or visiting the office. As a member of the team, performs program support duties. Responsible for overseeing all housing vouchers associated with assigned team(s). Ensures all Medicaid billing forms and documentation are submitted to the Interim Managing Entity.

Essential Job Functions

Create and Maintain:

• A friendly, wellness and recovery-oriented environment by using person-first language, respectful documentation, and person-centered approach when meeting and greeting persons served, family members and stakeholders who visit the office
• A welcoming, trauma-informed customer service environment in office
• Compliance with internal/external policies, regulations, laws and high ethical standards

Customer Service

• Providing positive customer service through answering, screening and routing telephone calls including routine and crisis calls from people served. Meets and greets persons served, family members and state stakeholders when they visit the office.
• Provide admission information for program or warm handoffs to other Bridgeway programs for persons seeking Bridgeway services for self or family members.
• Organize social events/donations run by the team

Data Management And Reporting

• Track and manage all required documentation required for CSS through spreadsheets, auditing to help team maintain compliance rate. Includes due dates of IRP’s, reviews, CRNA, Med Ed, Orientation etc. (daily)
• Manage census reports, which includes discharges, enrollments, insurance and housing info. (weekly)
• Track and report units of service (weekly)
• Complete the Weekly Provider Report sent to state (weekly)
• Run Failed Activity Reports (weekly)
• Medicaid checks/report completed monthly and scanned-in (monthly)
• Complete and enter quarterly QCMR (quarterly)
• Assists in the collection of program data
• Coordinates and maintains BEDS database system and reconciles the DMHAS spreadsheet with the state.
• Assists with documentation needed for DMHAS and any housing vouchers for the teams. Manage housing transitions and transfers of vouchers – reporting that to state.
• Maintenance and scanning of filing systems/charting system/Data base systems
• Ensures that the Hospital Logs for person served are updated in ECR.
• Manage outcome report and enter team outcomes monthly
• Manage IME process – creating enrollment forms, mod forms, tracking process of submission and approvals from IME, entering prior authorization, entering IRP into Credible for the team to see in the field as well as scanning docs into Credible
• Enters all billing information in accordance with agency timeline to include use of Traverse PO System and Concur System/maintenance of receipts
• Enters all statistical data collection and prepares monthly & quarterly reports per with agency timeline
• Monitoring and reporting of documentation compliance

Billing

• Ensures that Medicaid billing documentation is submitted to the IME on time, follows thru with any billing errors to completion, communicates with billing office on approvals, and maintains data entry as needed.
• NJMHAPPS billing monthly
• Monthly verification of insurance eligibility and reporting changes to billing supervisor/team leader
• Daily tracking and reporting of units of service, and billing through NJMHAPPS

Coordination Of All Aspects Of Health And Safety

• Inspection of all Agency vehicles (repairs/routine maintenance/inspections)
• Conducts and documents all required inspections and drills outlined in Health and Safety Policies (see policy 6004-A)

Coordinates Routine Administrative Program Activities

• Management of charts in electronic health record
• Appointments and meetings for staff and maintains calendar as assigned
• Answering, screening and routing telephone calls including routine and crisis calls from people served by the program
• Prepares and answers routine team correspondence
• Answers routine correspondence, drafts responses to selected administrative correspondence

Maintains And Participates

• Management of information and distributes to the other team members
• Confidentiality of mental health program information, records, etc.
• Staff attendance records and coordinates staff requests for time off as assigned
• Program’s supply inventory, prepares vouchers for payment
• On a regular and continuous basis, exercises sound judgment and assumes responsibility for decisions, consequences and results having an impact on people, costs and/or quality of service
• In assigned team meetings and in-service trainings. Seeks out monthly supervision with supervisor.

Requirements

Education/Certifications:

• High School Graduate or equivalent required. Associates Degree or Graduate of Administrative Assistant/Business School Program preferred
• Speak, read and write English (also Spanish speaking preferred)

Experience

• Experience in a technical administrative position in which use of electronic data platforms, electronic data collection, data tracking, data base management, billing processing, and supply management wereintegral aspects of the position is strongly preferred.

Driver’s License, Vehicle

• Valid driver’s license required
• No more than one moving violation within the past 12 months

Excellent Benefits

• Benefits: Medical, Dental, Vision, 403b, basic life and AD&D, flexible spending accounts, EAP
• Eligible for medical benefits after 30 days of employment
• Flexible work schedules, clinical training series, leadership development program
• 10 paid holidays (an 11th after 2 years of employment), generous vacation and sick time

Bridgeway Behavioral Health Services was founded on a strong desire to fight disparity and injustice alongside people living with behavioral health conditions. We are dedicated to providing a multicultural workplace where everyone feels a sense of purpose and belonging. We provide equal opportunity for employees and applicants in all aspects of the employment relationship, without regard to race, color, national origin, sex, sexual orientation, gender, marital status, military or veteran status, disability, age, religion, or any other classification protected by law.