Referrals Specialist - Bilingual

Counseling4Kids•Glendale, CA

4d•$24 - $27

About The Position

Counseling 4 Kids is a community mental health agency committed to quality care and client engagement. The Referrals Specialist role is a contracted position for six months, with the possibility of extension or full-time employment based on performance. This role is crucial for coordinating services and resources for clients, providing a high level of customer support, and building relationships with clients, staff, and outside entities. The specialist will process documentation, manage referrals, ensure timely access to care, maintain client information in various systems, and assist with administrative duties. The position also involves physician support, including tracking medication referrals and authorizations, and general reception duties. The agency emphasizes a supportive and inclusive work environment that values innovation and collaboration.

Requirements

BA in psychology, social work or related field OR AA degree in related field and minimum 2 years relevant work experience OR 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.
Make necessary referrals for clients when appropriate.
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 the department adheres to agency policy for timely access to care.
Update the department calendar.
Delegate tasks to the appropriate referral team members.
Attend and/or lead referral, scrum, and other required meetings.
Facilitate and present department training, and participate in cross-training for administrative duties and functions.
Maintain correct client information in IBHIS and Exym, ensuring identical client/case information and correcting discrepancies.
Assist the Client Services Department in maintaining compliance with DMH required tracking systems (NAPPA).
Run and utilize department reports to make data-driven decisions.
Manage and ensure data from Capacity Reports is up to date.
Track referrals from DMH systems like FSP and SRTS to ensure proper dispositions are entered in a timely manner.
Run weekly reports, scanning, and uploading as needed.
Open, close, and update cases in Exym and IBHIS.
Review clinicians’ paperwork and make corrections, or alert clinician or supervisor as appropriate.
Enter clinical paperwork into Exym and track all 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 further referral opportunities.
Maintain knowledge by attending educational workshops, DMH meetings, reviewing publications and/or establishing personal networks.
Maintain communication with relevant agencies for purposes of referrals and Counseling4Kids availability to receive cases.
Track and assign all medication referrals as needed.
Assist Psychiatrist as needed, including completing and tracking medication authorization forms.
Make medication appointments and perform reminder phone calls to caregivers/clients and providers.
Provide translation services, if applicable.
Provide support related to the physician’s completion of required documentation of services provided.
Assist with preparing for Client Services meetings and trainings as necessary.
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 the waiting area and therapeutic spaces.
Provide translation and/or interpretation services when needed.
Assist other departments with administrative support on routine daily tasks and special projects.
Other duties as assigned.