Program Assistant - HOST

Lifeline Connections • Vancouver, WA

1d • Hybrid

About The Position

Lifeline Connections is a community-based behavioral health organization that specializes in providing confidential and compassionate care to individuals who experience substance use and/or mental health conditions. Our Vision is to be the premier provider of substance use and mental health services in the Pacific Northwest, respected and the most trusted resource for behavioral health treatment and whole-person care. We aim to provide a comprehensive continuum of coordinated quality services, foster enduring relationships, and empower our communities to truly thrive. Our Mission is to inspire hope and support lifesaving changes for people affected by substance use and mental health conditions through superior customer service, high quality programs, and well-trained and dedicated staff. This HOST Program Assistant role is a support member to the ACT multidisciplinary team, responsible for organizing, coordinating, and monitoring all nonclinical operations of ACT under the direction of the team leader. The position also involves providing receptionist activities, including triaging calls, coordinating communication between the team and clients, deescalating situations with clients, assisting clients, their families, and agencies with questions, maintaining accounting and budget records for client and program expenditures, and operating and coordinating the management information system.

Requirements

• Possess people and problem-solving skills to assist and support clients with severe and persistent mental illnesses and their families
• Solid organizational skill and ability to make contacts and establish relationships to get information necessary for the program to function within the larger system
• Knowledge of computers and software
• Knowledge of simplified bidding, contracting, billing, and accounting procedures
• Knowledge of medical records management
• Knowledge of personnel policies and procedures
• Strong commitment to the right and ability of each person with a severe and persistent mental illness to live in normal community residences; work in market jobs; and have access to helpful, adequate, competent, and continuous supports and services
• Skills and competence to establish supportive trusting relationships with persons with severe and persistent mental illnesses
• Respect for client rights and personal preferences in treatment are essential
• Valid driver’s license for the state of Washington

Nice To Haves

• Education and experience in the field of human service (e.g., associate or bachelor’s degree in human services or experience as an inpatient unit clerk or in a medical clinic), or office management or both is preferred

Responsibilities

• Organize, coordinate and monitor all nonclinical operations of ACT under the direction of the team leader
• Provide receptionist activities including triaging calls, coordinating communication between the team and clients, deescalating situations with clients who have increases of symptomatology, and assisting clients, their families and agencies to get answers to question
• Maintain accounting and budget records for client and program expenditures
• Operate and coordinate the management information system
• Prepare the monthly staff work schedule and recommend and revise policies and procedures pertaining to these schedules in accordance with labor contract agreements
• Maintain records of time staff worked and leave time
• Maintain and review with the team leader the unit budget for operation of the ACT facility and assure that all purchases of supplies and equipment remain within that budget
• Order and maintain unit supplies, equipment, and furniture
• Arrange for repair of office furniture and equipment
• Record mileage logged on program vehicles
• Arrange for maintenance of program vehicles
• Assist nurses in ordering medication for clients from pharmacies according to state purchasing regulations
• Record admissions and discharges to provide a source of information for statistical reports
• Maintain ACT client charts according to the standards of the Joint Commission on Accreditation of Healthcare Organizations and other certifying bodies
• Set up charts for newly admitted clients
• File materials in client charts and files to assure current, accurate information is available
• Monitor ACT clinical charts in coordination with the team leader, to assure that they are being maintained in accordance with unit policies and procedures
• Inform and consult with ACT staff for the proper maintenance of ACT clinical charts
• Conduct in-service training for ACT staff regarding clinical charting requirements
• Type letters, memos, and reports using word-processing equipment
• Prepare letters to request medical records and client authorizations and maintain log of requests and records received
• Design and maintain forms to obtain and maintain insurance information regarding all ACT clients
• Collect necessary data and prepare reports
• Sort, route, and prioritize incoming mail with distribution to appropriate staff
• Greet people at ACT headquarters and answer telephone calls
• Triage and coordinate communication between the team and clients
• Get answers to questions for clients, families, community resources, and agencies
• Work with callers to relieve urgent situations or to temporarily manage them until other staff are available
• Attend to symptomatic behavior (shouting and pacing) of clients who come into the ACT office for appointments with staff or of those who come in without a clear purpose (persons without something to do or who come in because of distress)
• Decide when and how quickly to refer calls to other staff
• Assess and report clinical behaviors and information (such as poor self-care, medical problems, and increased overt symptoms such as agitation) that are out of the ordinary for that particular client
• Manage and operate a system to disperse money to clients according to individual client budgets in accordance with clients’ treatment plan case managers
• Manage and maintain an account with a local bank for deposits and withdrawals of client budgets
• Communicate regularly with financial guardians and protective payees of clients to coordinate individual patient budgets between the ACT program and guardians or payees
• Manage and operate the system to document all cash transactions with receipts signed by clients upon receiving cash
• Manage and operate the system to receive money from guardians or payees, maintaining a record of receipt and the current balance for each client
• Communicate with landlords regarding client rental agreements and payment of rent
• Operate and coordinate the computer and management information systems for the program
• Complete the training for apple health/medical insurance
• Assist patients receiving services and their families in accessing Medicaid benefits
• Provide patients access to WA. Apple Health BH Services Booklet
• Other duties as assigned

Benefits

• Multiple options for medical, dental, and vision coverage for employees and their eligible dependents
• Employer-paid Short Term Disability
• Employer-paid Long Term Disability
• Employer-paid Life Insurance
• Access to supplemental coverage options
• 401(k) retirement plan
• Generous paid time off
• Paid holidays
• Personal holidays

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 101-250 employees