Administrative Assistant - Psychiatry

Child & Family Center • Santa Clarita, CA

6d • Onsite

About The Position

The Psychiatric Administrative Assistant (Temporary) provides support to the Medication Managements Services Department. The Psychiatric Administrative Assistant (Temporary) works comfortably in a team environment or independently and relates well to co-workers and County representatives. This position requires flexibility and the ability to manage time and multiple tasks with supervision support. The individual in this position must be able to assume a wide range of responsibilities, provide timely responses to requests and deadlines and works well under pressure.

Requirements

• B.A. or B.S. degree in mental health or a related field with four years’ experience in administration.
• Experience with mental health and medical terminology preferred.
• Bilingual in Spanish and English required.
• Demonstrated organizational skills and comfort, aptitude, and appropriate boundaries when working with the Center’s clinical population.
• Must maintain a valid California driver’s license, insurance and driving record which complies with agency’s insurance carrier standards.
• Must pass all applicable health, fingerprint/Live Scan and DMV clearances.

Nice To Haves

• Additional education may be substituted for job experience when appropriate.

Responsibilities

• Review requests for psychiatry referrals, ensuring all required documents (ie., Calls DCFS CSW’s to obtain MO, HEP, Recent JV Copies) legal documentation, hospital discharge docs, etc.) have been obtained and initial psych consult has been scheduled in a timely manner.
• Schedule initials and follow up appointments and maintain psychiatric caseloads. Follow up to reschedule any missed appointments. Assist with rescheduling when requested by client or MD.
• Send ROI authorizations to parent(s) to e-sign and forwards to providers via fax.
• Uploads records received to EXYM, provide copy to Psychiatrist (in office), and/or notify Psychiatrist and email doc.
• Coordinate monthly consultation appointments with psychiatrists and therapists.
• Coordinates Treatment Team and CFT meetings.
• Coordinate pharmaceutical and psychiatric services for medication linkage to psychiatric clients.
• Communicate with pharmacies when a medication needs an ICD code, issues with prescription or refill. Communicate with Psychiatrist when refill request is needed. Send to Psychiatrist or print out per MD preference.
• Inform Psychiatrist of side effects reported by client or caregivers (email or phone call)
• Track Informed Consents for Medication, medical records received/requested, t E-signatures being received, fax and/or resend medical records to facilities.
• Track WIC 300, flag cases for the Psychiatrist, Fax JVs to Dependency Court- Psychotropic Medication Department, send JV 220 renewal every 6 months, and send labs for clients when the department needs records.
• Add activities for every client seen into EXYM.
• Provide translation /interpretation services (Spanish) for Psychiatrists.
• Regularly consult with Licensed Clinical Supervisor when appropriate to certain job functions.
• Attend all required meetings, supervision, and case reviews, as assigned.
• Print reports of completed progress note activities for psychiatrist’s invoices. Scan and send to finance for payment.
• Provide monthly check-ins for all Meds-Only clients.
• Administer NET to new Meds-Only clients and refer for CM if ongoing needs identified.
• Gather authorizations for PCP, Specialists, DCFS, call to obtain fax numbers and fax them.
• Log authorizations into Medical Records Excel to track records being faxed/received.
• Call multiple pharmacies to locate medications not in stock.
• Reminder calls for appointments scheduled. Add notations of confirmation or re-schedule.
• Add clients to Psychiatric Zoom account and email the zoom link to individual clients one day before the appt.
• Send out Welcome Letters and nonattendance closing letters, as applicable.
• Enter clients into Quest Diagnostics.
• All other duties as assigned by Supervisor.

Benefits

• 16 paid Holidays including 1 week holiday closure (paid) in December through January
• Paid Birthday Floating Holiday
• Vacation and Sick Time
• Employee Wellness Program
• Medical Coverage
• Agency paid Dental & Vision Coverage (for EE-Only coverage)
• Voluntary Family Medical, Dental, Vision Coverage
• Agency paid Long Term Disability
• Agency paid Employee Life Insurance & Employee Accidental Death and Dismemberment
• Voluntary Employee and Life Insurance, and Family Accidental Death and Dismemberment
• 401(k) available with discretionary Agency match
• Pet Insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level