Administrative Support Specialist - BHCC

Advantage Behavioral Health Systems•Athens-Clarke County, GA

1d•Onsite

About The Position

Under the supervision of the BHCC Director, works relatively independently to provide a variety of complex, non-clerical, business support functions for the BHCC. Duties may be complex in nature, including researching, investigating, and/or resolving program data or issues, or drafting needed documentation, reports, and/or presentations and providing information and assistance to internal and external customers.

Requirements

High school diploma/GED and five (5) years of job-related experience.

Responsibilities

Monitor and track the Crisis Stabilization Program (CSP) board to ensure referrals are being reviewed timely within BHCC & DBHDD guidelines. Update DBHDD daily with census updates and CSP board issues.
Monitor the census, hard charts, and electronic health record (EHR), or accuracy of legal status, documentation, and observation levels.
Supervise all Program Associates and ensure all are trained according to standards.
Support assigned staff with time and attendance issues, scheduling, and reporting.
Manage time-keeping practices of assigned staff to ensure accurate and timely payroll processing.
Provide training, mentoring, and coaching to staff regarding identified trends related to Point of Entry (POE), workflow processes, and other identified needs. Address concerns around POE admissions process.
Anticipate problems and respond proactively. Troubleshoot concerns in a solution focused manner.
Recommend and implement corrective actions when programs and/or staff fail to meet deliverables.
Manage monthly schedules for direct reports, on-call leadership, daily leadership, and Nurse Practitioners.
Assist other leadership members in filling holes in schedules for other positions, such as nurses, Behavioral Intervention Specialists (BISs), other Program Associates and Clinicians.
Maintain the BHCC Weekly Schedule Ratios report to ensure DBHDD compliance
Create daily task sheets (yellow sheets) and place in Charge Nurse binder the day before.
Ensure current schedules are posted on employee shared drive.
Schedule monthly staff meeting and notify staff members.
Represent Advantage at required trainings/meetings
Participate in interagency meetings as necessary to ensure continuity of care.
Participate in internal and external educational programs and professional meetings as necessary for continuing professional education
Work in collaboration with programmatic leadership and the Billing, Human Resources, and Quality Improvement Departments to increase program performance and quality.
Provide technical assistance when needed.
Participate in BHCC Leadership Team to ensure that BHCC procedures are reviewed and updated annually. Assist in development of policies and procedures which promote smooth and effective implementation of project outcomes.
Monitor Outcome Measures for the BHCC
Oversee data reporting and outcomes, including:
Crisis Stabilization Unit (CSU) and Temporary Observation Unit (TOU) occupancy trackers
Incident reports and Medication Variance summaries
Number of seclusions, restraints, and infection control issues for the month and quarter for Medical Pharmacy and Therapeutics meetings.
Maintain logs such as fridge temperature checks, Cholestech, water temperatures, Q15s, etc. required for different reports
ERF reporting
Ensure corrective action plans for surveys, audits, incident plans, medication variances, and any other CAPs are followed up to meet deliverables by the target dates, and that evidence is documented and uploaded, filed, and/or sent to the appropriate location.
Document meeting minutes, as directed.
Complete ObserveSMART audit in EHR.
Ensures Adherence to Program Guidelines/Requirements/Expectations
Demonstrate a diverse knowledge of rules and regulations that govern the BHCC and agency. Stay current on updates/changes in regulations and requirements of DBHDD and other overseers of services.
Monitor and report on KPIs, including but not limited to DBHDD requirements, such as:
Clients seen by prescribers daily
Orders, labs, etc. reviewed and signed by prescriber daily
Timely BHAs and treatment plans, according to established guidelines
Daily treatment team meetings and clients invited every 72 hours
Other KPIs and requirements of oversight entities such as DBHDD, Beacon, CARF, CMS, etc.
Ensure ongoing adherence to all licensing bodies and understand and ensure compliance with state, county, and federal rules and regulations.
Represent the agency and program in an informed and courteous manner with all external contacts and community linkages
Maintain professional behavior when completing tasks and interacting with others as a team member
Communicate effectively and collaboratively with others to obtain information; ensures response within designated timeframes
Promote customer satisfaction and assist with resolving grievances, complaints and inquiries
Work with BHCC staff in a team approach
Serve as Safety Coordinator for BHCC, coordinating, documenting, and uploading information for drills and other health and safety events as scheduled.
Review incidents, critical incidents, and medication variances, creating action plans to address areas, as needed.
Ensure safety plans are completed and follow up with action plans to close the loop.
Summarize incident reports and medication variances monthly and quarterly, per the method required by the BHCC Director, to be used in monthly reports and meetings.
Track/log trends and monitor follow through on action plans created to address such trends. Ensure tasks are completed by target date, documented, and evidence sent to the appropriate person/location.
In coordination with facilities manager, ensure building and furnishings are operational, up to code, and according to guidelines and requirements
When needed, assist the team to cover vacancies, as needed.
Other duties as assigned.