Program Support Specialist

BRIDGEWAY BEHAVIORAL HEALTH SERVICES•Newton, NJ

17h•$23•Onsite

About The Position

In collaboration with full time PSS, position is responsible for the smooth functioning of the administrative program support processes of the Sussex Community Support Teams and the Sussex Outpatient Program.

Requirements

High School Graduate or equivalent required.
Valid driver’s license required with no more than one moving violation within the past 12 months
Vehicle required
Experience in a technical administrative position in which use of electronic data platforms, electronic data collection, data tracking, database management, billing processing, and supply management were integral aspects of the position is strongly preferred
Excellent interpersonal and customer service skills in working with persons with disabilities and other service provider personnel
Speak, read and write English (also Spanish speaking preferred)

Nice To Haves

Associate’s degree or Graduate Business School Program preferred

Responsibilities

Create and maintain a wellness and recovery-oriented trauma informed environment by using respectful, person-first language, documentation, and interactions.
Provide the highest quality customer service to all employees and customers as follows: be friendly, responding promptly, know your service, listen to and get to know our staff and customers, be open to asking, receiving and using feedback, create positive work relationships, always follow up with assignments and be curious.
Maintain a culture of compliance with internal and external policies, regulations, laws and high ethical standards.
Providing positive customer service through answering, screening and routing telephone calls including routine and crisis calls from people served. Meets and greets persons served, family members and state stakeholders when they visit the office.
Provide admission information for program or warm handoffs to other Bridgeway programs
Explain to new Outpatient program enrollees their financial responsibilities for the services
Assists Team Leaders for PC and SE and Wellness Clinician PC in tracking and managing all required documentation required for PC and SE through spreadsheets, auditing to help team maintain compliance rate. Includes due dates of IRP’s, reviews, Psychiatric Evaluations, Med Ed, Orientation etc.
In collaboration with Team Leader or Director manages census reports
Assists in the collection of program data
Maintenance and scanning of filing systems/charting system/data base systems
Successfully completes initial Outpatient insurance verification and accompanying documentation in EHR
Completes all initial Outpatient documentation in the HER, i.e., profile page and payer information
Ensures confidentiality of information gathered
Uses all required insurance verification portals to verify insurance information prior to Outpatient services, and verifies insurance eligibility on each and every visit (in person and telehealth), updating any insurance information as needed in EHR
Supports the billing by correctly verifying and documenting insurance coverage, data collection, and data reporting functions, while backing up the central access function.
Call or access on-line systems to assist in obtaining pre-authorization and prior authorization for services
Utilize sliding fee scale with Outpatient persons served who do not have any coverage
Collect Outpatient co-pays and enter them into EHR
Direct, assist and coordinate with new Outpatient persons served to complete registration and clinical paperwork through the On-Call and patient portal.
Runs Business Intelligence Reports on a daily basis, including the Outpatient Program Census Report, to ensure the accuracy of all information that is entered in EHR
Submits Partial Care Transportation billing into EHR
Screens for basic information, begin EHR file, and link to Outpatient clinician, with warm handoff, for risk assessment within the same day.
Responsible for the initial scheduling of all Outpatient appointments, including initial intake and initial psychiatric evaluation.
Ensures that there are open slots available on Outpatient staff schedules for walk-ins and any other unscheduled appointments, and when no shows or cancellations take place, proactively follows up with persons served who may benefit from a sooner appointment
Schedules Psychiatric Evaluations and manages APN/Psychiatrist activities within Partial Care
Is cross trained on all support services in same location and will ensure that all administrative and support job responsibilities are followed for all services taking place in same location.
Follow up by virtual access outreach call to person served who inquired for Outpatient services but never did paperwork, or for those who completed the paperwork but never came in for services.
Provide reminder calls to person served for Outpatient appointments/reschedule missed appointments.
Management of charts in electronic health record
Management of Partial Care transportation route documents and billing documents
Answering, screening, and routing telephone calls
Prepares and answers routine team correspondence
Provides clerical support to the Sussex teams as needed
As needed, will be trained to provide culturally competent follow-up contacts
Management of information and distributes to the other team members
Confidentiality of mental health program information, records, etc.
On a regular and continuous basis, exercises sound judgment and assumes responsibility for decisions, consequences and results having an impact on people, costs and/or quality of service
In assigned team meetings and in-service trainings and Seeks out monthly supervision with supervisor.