Intake and Assessment Program Manager (Outpatient)

Momentum for Health•San Jose, CA

6d•Onsite

About The Position

This role is responsible for managing the coordination and triage of all Outpatient and Intensive Outpatient referrals for Adult, Older Adult, and Youth and Family Service Programs. The position involves performing in-person risk assessments, coordinating with referral sources to ensure high-quality, cost-effective care, and handling communications with various stakeholders including clients, legal representatives, case managers, parole and probation, insurance companies, healthcare providers, Social Security, and the Santa Clara County Behavioral Health Department. The role also includes caseload assignments, initial intake assessment assignments, arranging initial psychiatric evaluation appointments, and overseeing eligibility and payor authorization/re-authorization activities, potentially including supervision of administrative staff. A key aspect is ensuring client data and payor authorizations are correct, verified, and entered into appropriate systems.

Requirements

Master's degree in the mental health profession and two years of experience working in human services settings, specifically in a mental health setting and/or with targeted populations, with a minimum of at least one year of experience coordinating referrals and completing intake assessments. (Doctorate education and licensing may be substituted, where appropriate.)
Current licensure from the California Board of Behavioral Sciences (BBS) as a Licensed Marriage, Family Therapist (LMFT), Licensed Professional Clinical Counselor (LPCC) or Licensed Clinical Social Worker (LCSW), OR current licensure from the California Board of Psychology (BOP) as a Licensed Clinical Psychologist (PSY).
Minimum of one-year management experience.
Meet government and/or regulatory standards for continuing education credits and recertification, including a minimum of 20 hours of directly related professional training, if assigned to a residential facility.
Proven typing speed of 30 net wpm.
Computer literacy; intermediate and above skill in MS Office applications—Word; Excel; Outlook—and Windows-based databases at a basic level.
Familiarity with Electronic Medical Records.
Demonstrated ability to work independently and lead a small team.
Demonstrated ability to travel to multi-sites to provide management of intake, assessment, and outpatient program function.
Demonstrated ability to delegate and assign staff caseloads; manage multiple tasks and demands on a timely basis.
Demonstrated ability to engage and communicate effectively with others in both verbal and written English; legible handwriting.
Demonstrated ability to conceptualize and prioritize the problems of mentally disordered individuals, determining their needs, services, and appropriate treatment methods.
Demonstrated ability to monitor and support developmental growth and the recovery process.
Demonstrated ability to effectively conduct and facilitate group rehabilitation services.
Demonstrated ability to manage maintenance of timely, accurate, and complete medical charts and client records and prepare reports.
Demonstrated ability to employ tact and diplomacy, exercise good judgment, and act calmly in emergency situations.
Demonstrated ability to work from a strengths-based, harm-reduction, social rehabilitation model.
Demonstrated ability to work effectively with persons differing in value systems, ethnicity, cultural backgrounds, language capabilities, and disabilities.
Demonstrated ability to work collaboratively with staff and with individuals identified as those with serious mental illness who meet specific criteria (histories of hospitalization, institutionalization, criminal justice system involvement, substance abuse, low engagement in medication treatment, difficulty in structured activities and independent living).
Knowledge of clinical techniques for assessment, treatment, and rehabilitation of people with mental illness; problem resolution and conflict resolution techniques.
Knowledge of community resources, including those required to meet the non-mental health needs of the target population.
Must be able to meet and receive a criminal records clearance, as required by Title XXII, other licensing regulations, and Momentum practices.
A valid California Driver License, with access to a reliable vehicle/for driving a company vehicle, current proof of auto liability insurance, and a clean DMV record.
Physical requirements needed to perform the essential functions of this job, with or without accommodation: Hearing and talking on telephone and in person; standing, walking, sitting, pinching and finger flexion are required constantly (over 2/3 of the workday); Lifting, carrying, pushing, pulling, bending, stooping, crouching, and kneeling are required occasionally (under 1/3 of the workday); Must be physically able to assist clients in the evacuation of program facilities in emergency situations.

Nice To Haves

Candidates registered with board as ASW or APCC or LPCC or LCSW preferred.
Minimum of one-year experience in management of intake and assessment program, OR supervisory experience in managing an intake and assessment team or program.
Proven typing speed of 40 net wpm.
Supervise staff, trainees, and interns according to BBS and BOP requirements.
Work with populations identified as high risk and/or considered under-represented in the County Mental Health system with multiple barriers.
Knowledge of Transformational Care Planning (TCP) and its practices.
Knowledge of Mental Health Services Act (MHSA) and Wellness Recovery Action Plan (WRAP).
Knowledge of Substance Use Services (SUTS) screening and behavioral health integrated services model.
Demonstrated ability to work with participants who may have histories of assaultive behavior.
Demonstrated ability to work with participants who may also be developmentally disabled.
Demonstrated ability to work with participants who may have resided in long term care facilities for extended periods.
Demonstrated ability to work with participants who may have patterns of service that relied almost exclusively on emergency and institutional care.
Demonstrated ability to work with participants who may have cognitive difficulties and medical co-morbidities and are considered medically fragile.
Demonstrated ability to work with participants who may have long-term patterns of homelessness and criminal justice involvement.

Responsibilities

Lead and direct the development, implementation, and management of policies and practices for the intake and assessment department.
Direct adherence to program protocols and staff to ensure assessment and intervention for all referred individuals, including follow-up and consultation.
Direct supervision of Intake Administration Assistants and Clinicians.
Interface with all referral sources, including Santa Clara County Behavioral Health Department, and other stakeholders.
Ensure response to all referrals within a 24-hour period by telephone or in person.
Arrange and ensure program intake appointments are conducted in a timely manner (within five days after receiving referral).
Participate in fiscal management with the CFO, budget development, and payers.
Participate in planning and development of needed program expansion.
Arrange initial psychiatric evaluation appointments upon completion of intake.
Direct the day-to-day operations of the Intake and Assessment program for all Outpatient Services.
Conduct personnel processes, including interviewing, hiring, orientation, training, development, supervision, staff evaluations, and disciplinary action.
Assign intake clinicians to meet with clients and clients’ representatives to gather pertinent demographic, eligibility, and psychosocial information.
Manage and check the Care Connect referral database three times a day.
Manage and track CSI data information and referrals on a monthly basis.
Manage program protocols to complete strengths assessments and needs analyses with clients and families.
Make referrals to other public and private social services and community agencies and resources to meet clients' and their families' needs.
Maintain timely, accurate, and complete clinical records and other required documentation, and produce clear, accurate reports in accordance with agency, payor, and regulatory requirements, utilizing paper or computer technology.
Coordinate and manage intake functions for outpatient programs by managing mobile staff and multi-site assignments.
Provide training, coaching, and performance management of program staff, including clinicians and administrative staff.
Conduct evaluations of staff performance, interviewing, hiring, and terminating staff as appropriate.
Provide program team meetings and one-on-one staff performance discussions a minimum of monthly.
Able to travel to sites to support, coordinate, and/or conduct intakes to meet timely access requirements.
Demonstrated knowledge of alcoholism/addiction treatment and Motivational Interviewing concepts and techniques.
Able to handle and de-escalate emergency situations.
Flexible schedule: must be willing to work days and evenings.
Able to write, review, and analyze reports submitted to the Assistant Chief of Outpatient Programs.
Able to write clear narrative reports and treatment notes.
Assist Deputy Chief of Outpatient Programs in maintaining compliance with CARF, contract, Agency, and regulatory requirements.
Provide transportation in personal or agency vehicle, including but not limited to the transportation of clients and/or program supplies for agency business.
Provide on-call coverage and participate in after-hours rotation, as assigned.
Maintain effective relations with hospitals, outside case managers, and other community resources.
Attend and participate in and/or lead staff, program, agency, and community meetings and training, as required.
Meet continuing education requirements to satisfy regulatory, accreditation, and Agency requirements and ensure continued professional growth, licensure, and knowledge of current trends in mental health and substance abuse.
Participate in management of team/program discretionary resources available to meet client needs.

Benefits

Defined contribution amount of up to $15,433.08 per year (prorated for part-time employees working less than 40 hours per week) to purchase benefits of choice on a cafeteria plan basis.
Any unused portion of the defined contribution will be paid as taxable earnings.
Retirement plan with a generous employer match starting at 4% after one year of employment.
Paid time off: vacation time accruing up to 25 days per year.
6 days of sick time per year.
12 paid holidays.
Medical benefits – Kaiser: ranging from $0 Deductible Plan with $15 Copay to $3400 Deductible Plan with Health Savings Account.
Sutter Health plans available from $0 Deductible Plan to $2,500 Deductible Plan.
Dental benefits – Guardian: 1 dental HMO and 2 PPOs.
Vision benefits – 2 options from Guardian VSP: a standard vision plan and an enhanced vision plan.