Program Secretary (Union) 26-61

Sanilac Brand•Sandusky, MI

6d•Onsite

About The Position

Under the direction of the Executive Administrative Assistant, these positions are responsible for providing support and assistance to assigned programs as outlined. This role involves receptionist duties, scheduling appointments, completing intake screenings, assisting staff with client information, managing databases for specific waivers and subsidies, and providing clerical support for supervisors and clinical staff. The Program Secretary also handles fee assessments, assists with customer satisfaction surveys and training clerical staff, and is responsible for opening and closing procedures for the building. Additional duties include assisting with audits, posting policies and procedures on the Agency web page, and providing backup support for Clinical Records staff, including EHR maintenance and record releases. Specific responsibilities extend to COFR duties, supporting the 1915(i)SPA Waiver, assisting with the Privileging and Credentialing process, maintaining the Agency Phone List, attending clerical staffing meetings, and providing coverage for other secretaries/receptionists. The role also includes preparing business cards, managing mailbags and interoffice mail, completing central purchasing duties, monitoring printers and FAX machines, making reminder calls/texts, scheduling conference rooms, supporting Community Relations, and assisting with finance scanning projects as time allows. Specific duties vary based on the location (Ehardt Center, Croswell Office) and the programs supported, including Clinical Services, Care Management, and Croswell Office operations.

Requirements

High school diploma or general education degree (GED); and two or more years of related experience and/or training; or equivalent combination of education and experience.
Candidate must have excellent computer skills including a working knowledge of Word, critical thinking, general grammar, and dictation.
The ability to exercise discretion, customer service and independent judgment is required.
Ability to read and interpret documents such as safety rules, operation and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to speak effectively before groups of customers or employees of organization.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, percentages, and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Valid Driver's License
Ability to use basic office machines.
A commitment to safeguard recipient's rights.
Ability to organize time and prioritize tasks.

Nice To Haves

A typing speed of 40 wpm is preferred.

Responsibilities

Receptionist duties at office location including greets and directs individuals receiving services and visitors.
Maintain a tidy and welcoming lobby.
Responsible for scheduling appointments for Agency staff at that location, including rescheduling appointments when cancellations occur; responsible for notifying staff/program of cancellations.
Responsible for completing Intake Screenings as necessary.
Assists staff in obtaining information on clients through telephone contacts including intakes, referrals, and crisis referrals.
Administratively open cases as necessary in the EMR/OASIS.
Maintain database to track SED Waiver, Family Subsidy, and Children’s Waiver eligibility and assist staff with the application process.
Assists those leaving the department by answering questions as needed, collecting ability to pay payments/copays; scheduling follow-up appointments as needed; verifying demographic and eligibility information in applicable computer system, etc.
Responsible to input and update individual information in OASIS according to Agency standards.
Required to attend assigned meetings; prepare agenda, take minutes, compile and distribute meeting minutes.
Compose and send correspondence as necessary to complete job duties.
Provide clerical support for supervisors and clinical staff as needed.
Completes Fee Assessments for respective programs.
Assists with Annual Customer Satisfaction Survey.
Responsible for assisting in training clerical staff as assigned.
Responsible for knowing and understanding building opening and closing procedures.
Assists with internal and external audits as needed.
Responsible for posting current Agency policies/procedures/forms on the Agency web page and distributes notice to staff when new or updated policies/procedures/forms have been approved.
Backup to the Clinical Records staff for maintenance of the EHR and completing records releases in her absence.
Responsible for maintenance of forms, rosters, schedules, tickler files, applicable departmental goal tracking as needed to ensure timeliness, comprehensiveness and accuracy of individual charts, consents, reviews, reports, etc.
COFR Responsibilities: Adding authorizations for any COFR Individuals
Acts as primary support for the 1915(i)SPA Waiver.
Responsible for providing clerical support to the Privileging and Credentialing process.
Maintains and distributes Agency Phone List.
Attends clerical staffing meetings as assigned.
Second Level of the Agency phone tree.
Backup coverage for Protocall Reports distribution.
Provides coverage for other secretaries/receptionists as directed.
Prepare business cards as requested.
Responsible for mailbags and interoffice mail for respective department.
Completes central purchasing duties for site/program.
Responsible to monitor the printer and FAX machine.
Reminder calls/texts and follow up as assigned.
Conference room scheduling.
Support Community Relations as needed.
Assists with Finance scanning project when time allows.
Perform other duties as assigned.
Responsible for maintaining the In and Out Board for the Program.
Schedules car washes/safety checks for Agency vehicles.
Maintains schedule for use of Agency vehicles.
Verify demographic and eligibility information for individuals receiving services from Clinical Services.
Maintains schedule for use of site conference rooms.
Maintains and distributes Groups schedule.
Protocall Reports distribution.
Maintains and monitors the Surfaces, Mi-Fi’s and Garmin located at that site.
Maintains the Public Guardian folder.
Clerical Support for the Consumer Advisory Board meetings.
Backup for HAB Waiver and Model Payments.
Backup for Clinical Divisional and Behavior Treatment Committee meetings.
Responsible for scheduling interpreter services, setting up the VRI cart and approving coordinating service billings.
Responsible for managing, balancing and submitting to the Finance Department the petty cash funds for Clinic Services as assigned.
Serves as Rights Advisor for the Ehardt Center.
Responsible to initiate, track and assist in the coordination of HAB Waiver, 1915(i) SPA Waiver and Model Payments paperwork, and completion of HSW reports.
Enter all relevant information into WSA Database.
Verify demographic and eligibility information for individuals receiving care management services.
Fee Assessments for all individuals receiving care management services.
Type letters and correspondence for Care Manager Supervisor and staff as requested.
Clerical support for Care Management and Clinical Divisional meetings.
Responsible for Behavior Treatment Committee (BTC) Agenda prep, minutes, and enter service activity.
Reminder calls/texts and follow up for Care Management Services Program as well as communicating to staff any issues with releases, etc.
Backup coverage for scheduling use of Agency vehicles.
Rights Advisor for the Croswell office.
Responsible for managing, balancing and submitting to the Finance Department petty cash funds for the Croswell office as assigned.
Responsible for scheduling appointments for Agency staff at that location, including rescheduling appointments when cancellations occur; responsible for notifying staff/program of cancellations.
Reminder calls/texts and follow up for therapy at Croswell office and Doctor appointments (21528 and 20042) as well as communicating to staff any issues with releases, etc.
Supports other Program Secretaries as needed.
Responsible for scheduling the use of the Admin Office as requested by outside agencies.
Responsible for monitoring use of the Agency vehicle placed at the Croswell Office.
Oversees the connection of the tele-therapists to their appointments and troubleshoots any issues.
Gathers information for intake appointments.