Program Assistant

Lifeline Connections • Bellingham, WA

2d • 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 - As the premier provider of substance use and mental health services in the Pacific Northwest, we are respected and the most trusted resource for behavioral health treatment and whole-person care. We provide a comprehensive continuum of coordinated quality services, foster enduring relationships, and empower our communities to truly thrive. Our Mission - Through superior customer service, high quality programs, and well-trained and dedicated staff, we inspire hope and support lifesaving changes for people affected by substance use and mental health conditions.

Requirements

• Knowledge of computers and software; simplified bidding, contracting, billing, and accounting procedures; medical records management; and personnel policies and procedures is required.
• Must have a 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 and respect for client rights and personal preferences in treatment are essential.
• Valid driver’s license for the state of Washington.
• Strong communication skills, sound judgment, and creativity are required to help implement and deliver support services that meet the complex needs of the clients.
• All personal contacts are carried out in accordance with federal and state statues, laws and regulations dealing with the confidentiality of alcohol and drug-dependent client records.
• While performing the essential functions of the job, the employee is regularly required to sit, speak clearly, hear and use hands and fingers to manipulate writing utensils and keys on a keyboard.
• The employee is occasionally required to stand, walk, reach with hands or arms, stoop, kneel, crouch or lift and/or move maximum of 15 lbs.

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.
• 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.

Responsibilities

• Organizing, coordinating and monitoring all nonclinical operations under the direction of the team leader.
• Providing 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.
• Maintaining accounting and budget records for client and program expenditures.
• Operating and coordinating the management information system.
• Preparing the monthly staff work schedule and recommending and revising policies and procedures pertaining to these schedules in accordance with labor contract agreements.
• Maintaining records of time staff worked and leave time.
• Maintaining and reviewing with the team leader the unit budget for operation of the facility and assuring that all purchases of supplies and equipment remain within that budget.
• Ordering and maintaining unit supplies, equipment, and furniture; arranging for repair of office furniture and equipment; recording mileage logged on program vehicles; and arranging for maintenance of program vehicles.
• Assisting nurses in ordering medication for clients from pharmacies according to state purchasing regulations.
• Recording admissions and discharges to provide a source of information for statistical reports.
• Maintaining client charts according to the standards of the Joint Commission on Accreditation of Healthcare Organizations and other certifying bodies, including setting up charts for newly admitted clients; filing materials in client charts and files to assure current, accurate information is available; and monitoring ACT clinical charts in coordination with the team leader, to assure that they are being maintained in accordance with unit policies and procedures.
• Informing and consulting with staff for the proper maintenance of clinical charts and conducting in-service training for staff regarding clinical charting requirements.
• Typing letters, memos, and reports using word-processing equipment.
• Preparing letters to request medical records and client authorizations and maintaining a log of requests and records received.
• Designing and maintaining forms to obtain and maintain insurance information regarding all clients.
• Collecting necessary data and preparing reports.
• Sorting, routing, and prioritizing incoming mail with distribution to appropriate staff.
• Greeting people at headquarters and answering telephone calls including performing the following: (1) triage and coordinate communication between the team and clients; (2) get answers to questions for clients, families, community resources, and agencies; (3) work with callers to relieve urgent situations or to temporarily manage them until other staff are available; (4) 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); and (5) decide when and how quickly to refer calls to other staff.
• Assessing and reporting 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.
• Managing and operating a system to disperse money to clients according to individual client budgets in accordance with clients’ treatment plan case managers.
• Managing and maintaining an account with a local bank for deposits and withdrawals of client budgets.
• Communicating regularly with financial guardians and protective payees of clients to coordinate individual patient budgets between the program and guardians or payees.
• Managing and operating the system to document all cash transactions with receipts signed by clients upon receiving cash.
• Managing and operating the system to receive money from guardians or payees, maintaining a record of receipt and the current balance for each client.
• Communicating with landlords regarding client rental agreements and payment of rent.
• Operating and coordinating the computer and management information systems for the program.
• Completing the training for apple health/medical insurance.
• Assisting patients receiving services and their families in accessing Medicaid benefits.
• Providing 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, Long Term Disability, and Life Insurance.
• Access to supplemental coverage options.
• 401(k) retirement plan.
• Generous paid time off.
• Paid holidays and personal holidays.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree