Program Specialist-PART TIME

Sunbeam Family Services, Inc.•Oklahoma City, OK

About The Position

The Program Specialist is responsible for coordinating, supporting, organizing, and assisting with various program components within the agency to strengthen systems, goals and standards, and support quality client care across programs. The position works closely with program leadership to support essential functions across programs from an administrative perspective, supporting the program needs for coordinating, scheduling, data collection, billing, credentialing, and other program administrative functions. All employees and volunteers are expected to be sensitive to our client’s cultural and socioeconomic characteristics, reflect Sunbeam family services core values and to perform as Sunbeam’s standards of excellence at all times.

Requirements

Associates degree or technical degree
Two (2) years' experience in a clinical, social work, or health care related setting may be substituted for degree.
One (1) year of administrative work experience in a clinical, social work, or health care related setting
Caring and compassionate attitude when interacting with and caring for children, adults, and families
Accepting interpersonal approach that reflects cultural sensitivity to the unique and diverse experiences of families served.
Excellent command of English language and grammar, both verbal and written
Willingness to work with high-risk, low-income communities
Must exercise good judgment.
Able to appropriately respond to stressful situations
Able to effectively and respectfully communicate in a manner that consistently demonstrates respect and concern
Advanced knowledge of computer operations and applications and the ability to master other computer technology/software programs, as needed
Process, protect and exercise discretion in handling confidential information and materials
Excellent customer services skills, scheduling, and ability to find resources.
Excellent problem solving, assessment, time management, and organizational skills.
Able to work as a cooperative and supportive interdisciplinary team member
Sustained concentration to detail and accuracy, along with the ability to prioritize workload.
Bilingual staff must have the ability to effectively, accurately, and regularly communicate and translate conversations with families served by Sunbeam
Valid Oklahoma driver’s license and state required vehicle insurance for any vehicle used in performance of job duties

Nice To Haves

Bachelor’s degree
Two (2) years' administrative experience in a clinical, social work, or health care related setting
Administrative support experience in an outpatient social services setting, including coordination or referrals, data, collection, scheduling, and credentialing
Behavioral Health Case Management I or II (BHCM I or II) Certification through the Oklahoma Department of Mental Health and Substance Abuse Services or Certification eligible within the first 90 days of employment
Advanced computer database, Electronic Health Record, and Microsoft software application knowledge
Knowledge and understanding of working with regulatory entities to include but not limited to: OHCA, DOH, OKDHS
Bilingual Spanish/English speaking ability to interact with children, older adults, and families from multilingual households

Responsibilities

Demonstrate capacity for providing developmentally sensitive, hope centered, trauma informed relationship-focused evidence-based/informed services and supports.
Oversee the reception and waiting areas of designated location, providing a warm and welcoming atmosphere with timely customer service when answering the phone and admitting visitors for appointments.
Develop systems to coordinate and schedule intra agency program referrals, clients, events, and trainings.
Accurately and efficiently assess referrals for compatibility, perform insurance verifications, and provide accurate written estimates of cost of service.
Provide accurate, caring, and timely communication and referrals to and for clients, staff, partners, and resources.
Maintain multi-program Electronic Health Record (EHR) keeping systems and data collection for monthly, quarterly, and yearly reports and program analysis.
Provide programmatic administrative support as directed.
Create and maintain organizational tools to increase program and service efficiency.
Responsible for maintaining accurate and up to date program billing, including communication to clients about balances due, co-pays, collecting payments, insurance verification, and documentation in the EHR or other designated system in collaboration with agency accounting and/or billing department.
Assist, collect, organize, and coordinate program contracts, contacts, and resources.
Assist in the maintenance of provider and agency credentialing with private insurances, Medicaid, Managed Care Organizations, and other sources as directed.
Build collaborative relationships with partners and resources throughout the community and maintain an up-to-date resource and referral log and list for tracking purposes.
Assist in implementation and maintenance of program related evaluations and follow-up processes for clients, trainings, and other program needs to track performance outcomes and community needs.
Responsible for maintaining accurate client and program records, evaluation forms, surveys, referrals, program discharges, and training materials.
Assist in the coordination and collection of client record releases in partnership with supervisor and Clinical Director.
Adhere to agency code of ethics and professional standards to ensure quality of service
Maintain confidentiality and positive community relationships
Represent Sunbeam in community collaborations and events as directed by supervisor.
Promote culturally sensitive practice.
Travel locally as required in the performance of responsibilities.
Perform other appropriate and related responsibilities as assigned by supervisor, Senior Program Director, Chief Program Officer, or Chief Executive Officer.