Receptionist & MRS Administrative Assistant (Asheville, NC)

Vaya Health•Asheville, NC

8h•Onsite

About The Position

The Receptionist & Member & Recipient Services (MRS) Administrative Assistant position works closely with the Innovations Waitlist (IW) Team and Utilization Management (UM) to ensure that members are referred to and placed on the Innovations Waitlist with additional blended duties to provide receptionist coverage at Vaya Health’s (Vaya) administrative headquarters. The position has a specific schedule ensuring availability to provide administrative coverage of Vaya’s reception area to greet visitors and manage outgoing/incoming mail.

Requirements

Experience with the NC Innovations Waiver and Registry of Unmet Needs.
Understanding of NC Registry of Unmet Needs eligibility requirements
Experience building relationships with providers within the Vaya network in order to link members to care and evaluations in a timely manner.
Experience working within multiple technology platforms to complete tasks.
Experience working with RUN Team staff members to ensure adequate and appropriate training is completed.
A bachelor’s degree in social services or other human services related field and 2 years or more comprehensive experience in a job role working with I/DD members and families.
A bachelor’s degree in a field other than social services or human services related field and 4 years or more comprehensive experience in a job role working with I/DD members and families.
Must be qualified as a Qualified Mental Health Professional according to 10A NCAC 27G .0104.
The person in this position is required to reside in North Carolina or within 40 miles of the North Carolina border.

Responsibilities

Maintain a clean, neat, and welcoming reception area.
Answer calls that are routed to Vaya’s administrative phone line and route incoming calls to the appropriate department.
Meet and greet visitors to Vaya’s administrative office.
Enforce Vaya’s visitor protocol including the sign in sheet with the confidentiality statement and dissemination of the visitor badges.
Assist in directing visitors to meeting rooms and/or offices within the building.
Process mail in accordance with the Mail Protocol procedure. Incoming mail will be date stamped, sorted, and disbursed appropriately to departmental mailboxes at the time of receipt. Outgoing mail will be weighed and processed with correct postage, dated, and readied for pick up. Sign for any incoming mail or packages that require signature upon receipt. Notify staff of incoming packages and store received packages in staff pick up area. Open all UPS, FedEx, or other packages received and sends packing slips to Finance Department.
Monitor postage meter for prepaid funds and notify Finance when the amount drops below $200 for the need for additional prepaid funds. Notify Finance when postage meter is in need of repair or additional supplies.
Route incoming faxes to the appropriate employee via email.
Receive multiple calls daily from MRS or directly from community to discuss IW and IW Placement.
Able to explain different Waiver programs and specifics of IW managed by Vaya.
Explain and coordinate documents that are needed for eligibility review to join the IW.
Coordinate and Complete RSNA – adapt questions so that they are understood by the caller or LG.
Return voice mails and assigned emails within 1 business day.
Provide resources and complete referrals for services as needed.
Opt IW participants into Tailored Care Management where eligible and consent given to Opt in to TCM services.
Complete Family Partner referrals when appropriate.
Work with management to ensure that members have their needs met while on the IW.
Coordinate with UM to provide received documentation for IW eligibility review.
Complete referrals for Emergency Slot Placement when needed.
Ensure all documentation is completed in systems and tracking mechanisms in place when awaiting paperwork for eligibility review.
Coordinate / refer members or families for psychological evals if needed.
Work closely with UM to coordinate IW placement and start the eligibility process.
Serve as back up for IW Team member of the day if no one else is available to do so.
Complete tracking for Traumatic Brain Injury (TBI screenings) as assigned for quarterly reporting.
Complete IW transfer to and from Vaya from other Managed Care Organizations.
Complete letters and email or mail to alert members of successful eligibility for the Innovations Waitlist.
Communicate regularly and ongoing with IW Manager re: approvals, denials, relocations, deaths, and any other changes so that IW list can be updated in a timely manner.
Outreaching members/LRPS every 60 days who need to submit paperwork for UM review.
Attend monthly IW Team meetings
Attend training on the Innovations Waiver and Innovations Waitlist when appropriate and needed
IW Team members will attend all MRS group check-ins and MRS Dept meetings to ensure that they are aware of all processes and procedures that may need to be utilized when making referrals for IW participants.
Outreach of members on the IW every 6 months, as defined by requirements.
Follow processes as defined for asking participant questions, completing script, and making outcomes appropriately.
Work closely with IW Team and Manager to complete assigned outreaches monthly and ensure schedule is met.
Communicate closely with other Vaya teams completing Outreach, such as Care Management, Care Coordination, or Transition & Housing.
Thorough documentation of Outreach to ensure reporting of scripts is accurate and snapshots of successful outreaches can be obtained as needed.
Other Duties as Assigned.