OMH Admin Assistant I - Crisis Services
About The Position
The OMH Admin Assistant I supports the CTI program by maintaining documentation systems and electronic health records, assisting with data reporting and billing processes, and facilitating communication among team members and stakeholders. The role also supports digital technology implementation to enhance client care and engagement and contributes to the program’s operational effectiveness. The position maintains accurate, confidential program records that meet New York State Office of Mental Health (OMH) regulatory, reporting, billing, and audit requirements. It supports quality assurance and improvement through data collection, metric tracking, program analysis, self-assessment documentation, and corrective action follow-up. The role provides administrative and clerical support to the CTI team, communicates with community partners as needed, and completes other assigned duties. The work is performed in person, with occasional travel possible. The position requires prolonged sitting, walking, and standing; effective verbal and written communication; operation of standard office equipment; reaching, bending, stooping, kneeling, crouching, or standing on a stool as needed; and lifting up to 50 pounds. FREE will provide reasonable accommodations where applicable.
Requirements
- High school diploma or equivalent required.
- At least two years of administrative experience.
- Proficiency with EHR systems and Microsoft Office Suite, including Excel, Word, and Outlook.
- Strong organizational, analytical, and communication skills.
- Ability to handle sensitive and confidential information with discretion.
- Ability to interact professionally with individuals supported and assist them with inquiries in person or by phone.
- Ability to multitask and prioritize work.
- Valid driver’s license.
- Ability to sit, walk, and stand for prolonged periods of at least eight hours; communicate effectively verbally and in writing; operate standard office equipment; reach with hands and arms; bend, stoop, kneel, crouch, or stand on a stool as needed; and lift up to 50 pounds.
Nice To Haves
- Associate’s degree preferred.
- Experience in a healthcare or social service setting preferred.
- Familiarity with secure file transfer systems and digital health platforms preferred.
- Knowledge of Medicaid billing practices and New York State OMH guidelines is a plus.
Responsibilities
- Manage and maintain accurate EHR documentation, including referrals, assessments, and client encounters.
- Ensure data entry aligns with regulatory and program standards, including interoperability initiatives.
- Support secure data submissions to the New York State OMH Platform using secure file transfer protocols such as MFT and SFTP.
- Compile and submit monthly OMH reports covering outreach activities, service phases, discharge data, and performance indicators.
- Track quality metrics, including housing stability, psychiatric hospitalizations, emergency room utilization, and social determinants of health.
- Monitor contact data for compliance with tiered billing standards and coordinate documentation supporting accurate monthly billing.
- Track add-on service claims and ensure appropriate documentation for telehealth and collateral contacts.
- Assist the team with collecting, organizing, and reviewing data for quality assurance and state-funded quality improvement initiatives.
- Collaborate with the CTI team and agency leadership to analyze program data, identify service trends, assess program goals, and evaluate service quality.
- Prepare and maintain documentation for CTI self-assessments conducted every six months and make results available for audits or upon request.
- Support development and implementation of corrective action plans based on data analysis, utilization review findings, and program assessments.
- Track the effectiveness of interventions and program adjustments made in response to identified service gaps.
- Provide calendar management, meeting scheduling, correspondence, and clerical support to the CTI team.
- Organize digital and physical files, prepare reports, and support interdepartmental communication.
- Coordinate team meetings, trainings, and quality improvement sessions.
- Maintain confidential program records that satisfy OMH regulatory and audit requirements.
- Assist with internal and external communications, including coordination with the Local Governmental Unit and Director of Community Services as required.
- Support CTI staff in meeting OMH reporting and documentation standards.
- Communicate with community stakeholders, including hospital systems, to exchange information supporting care coordination.
- Ensure required paper and electronic documentation is completed, processed, and billed accurately and on time, meeting quality and compliance thresholds.
- Perform other duties as assigned.
- Communicate respectfully with the people supported, supervisors, colleagues, and community members.
- Comply with confidentiality policies and protect sensitive information.
- Meet safety training requirements, follow safety policies, report unsafe conditions, and help prevent accidents and health risks.
- Coordinate, support, attend, and participate in required events, meetings, reviews, and committees, including those outside standard working hours.
- Meet job requirements, maintain compliance, and follow the Employee Handbook, Code of Conduct, and applicable laws and regulations.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
