Referrals Specialist - Bilingual

Counseling4Kids•Glendale, CA

About The Position

Counseling 4 Kids is seeking a Referrals Specialist, a contracted employee role with an expected duration of six months. This position is responsible for fully engaging and nurturing the needs of each client by effectively and efficiently processing documentation to facilitate the coordination of services and resources available through Counseling4Kids. The role requires providing a high level of customer support that is professional, personal, and sensitive to client needs while adhering to agency policies. The Referrals Specialist will establish supportive relationships with clients, staff, and outside entities to garner necessary resources for comprehensive client services. At the end of the contract period, performance will be evaluated to determine potential for full-time employment, contract extension, or termination.

Requirements

BA in psychology, social work or related field -OR- One of the following equivalents: AA degree in related field and minimum 2 years relevant work experience
4 years related work experience in a mental health agency
Solid written and verbal communication skills
Ability to be resourceful and proactive when issues arise
Excellent organizational skills
Multitasking and time-management skills, with the ability to prioritize tasks
Bilingual English/Spanish required

Nice To Haves

Knowledge of DMH systems and procedures
Knowledge of the Integrated System and Medi-Cal billing
Knowledge of Microsoft Suite (i.e. Outlook, Word, and Excel)
Knowledge of office equipment (i.e. fax machines and printers)

Responsibilities

Uphold the mission and core values of Counseling4Kids.
Assign and track all incoming client referrals and transfers.
Obtain necessary referral information, including releases from the child’s attorney.
Communicate with the referring party about the ongoing status and needs of the client prior to assignment and make necessary referrals.
Enter client data into all necessary databases.
Check Medi-Cal or other insurance eligibility and referrals at the point of assignment.
Open and close episodes in IBHIS System.
Conduct PHI checks.
Maintain and manage a priority of service list, prioritizing referred clients based on urgency of need and time referred.
Coordinate transfer of clients to therapist when needed, including making changes in IBHIS and Exym.
Ensure adherence to agency policy for timely access to care by updating the department calendar and delegating tasks.
Attend and/or lead referral, scrum, and other required meetings.
Facilitate and present department training, and participate in cross-training for administrative duties.
Maintain correct client information in IBHIS and Exym, ensuring identical information and correcting discrepancies.
Assist the Client Services Department in maintaining compliance with DMH required tracking systems (NAPPA).
Run and utilize department reports for data-driven decisions, including managing Capacity Reports and tracking referrals from DMH systems.
Maintain clinical records by opening, closing, and updating cases in Exym and IBHIS.
Review clinicians’ paperwork, make corrections, or alert appropriate personnel.
Enter clinical paperwork into Exym and track incoming hard copies of chart documentation.
Complete and update Service Request logs in Exym.
Conduct chart audits as needed.
Develop relationships with DMH, community organizations, and leaders to promote the agency and referral opportunities.
Maintain knowledge by attending educational workshops, DMH meetings, reviewing publications, and establishing networks.
Maintain communication with relevant agencies regarding referrals and agency availability.
Track and assign all medication referrals.
Assist Psychiatrist as needed, including completing and tracking medication authorization forms, making appointments, and performing reminder calls.
Provide translation services, if applicable.
Support the physician’s completion of required documentation, ensuring forms are completed and updated annually.
Assist with preparing for Client Services meetings and trainings.
Provide administrative coverage and support when necessary.
Serve as primary contact in the reception area for clients and visitors.
Perform general reception duties, including maintaining waiting and therapeutic spaces.
Provide translation and/or interpretation services when needed.
Assist other departments with administrative support on routine tasks and special projects.
Other duties as assigned.