Referrals Specialist - Bilingual

Counseling4Kids•Glendale, CA

3d•$24 - $27

About The Position

The Referrals Specialist's responsibility is to fully engage and nurture the needs of each client by effectively and efficiently processing documentation which will facilitate the coordination of services and resources available through Counseling4Kids. Provides a high level of customer support that is professional, personal, and sensitive to the needs of clients while adhering to C4K’s policies and procedures. Effectively establish supportive relationship with clients, staff, and outside entities to garner resources necessary to provide comprehensive services to all clients. The Referral Specialist shall perform the duties below:

Requirements

BA in psychology, social work or related field
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, including but not limited to ensuring that the department is:
Obtaining necessary referral information including releases from the child’s attorney.
Communicating with the referring party about the ongoing status and needs of the client prior to assignment and making necessary referrals for clients when appropriate.
Entering client data into all necessary databases
Checking Medi-Cal or other insurance eligibility and referrals at the point of assignment.
Opening and closing episodes in IBHIS System.
Conducting PHI checks.
Maintaining and managing a priority of service list as necessary, including prioritizing referred clients based on urgency of need and time referred.
Coordinating transfer of clients to therapist when needed, including making changes in IBHIS and Exym.
Responsible for ensuring that the department is adhering to agency policy to ensure timely access to care for all patients by:
Updating the department calendar.
Delegating tasks to the appropriate referral team members.
Attend and/or lead referral, scrum, and other required meetings as scheduled.
Facilitates and presents department training, and participates in cross-training for administrative duties and functions.
Maintain correct client information in IBHIS and Exym, including ensuring that both systems contain identical client/case information and correcting discrepancies as needed.
Assist the Client Services Department in maintaining compliance with DMH required tracking systems (NAPPA), by attending meetings with other departments as necessary and reviewing utilization.
Run and utilize department reports to make data driven decisions. This includes but is not limited to:
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.
Maintain clinical Records:
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.
Developing relationships with DMH, community organizations, and leaders in promoting the agency and further referral opportunities.
Maintains 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.
Tracking and assigning all medication referrals as needed.
Assist Psychiatrist as needed, including:
Completing and tracking medication authorization forms.
Making medication appointments and performing reminder phone calls to caregivers/clients and providers.
Providing translation services, if applicable.
Providing support related to the physician’s completion of required documentation of services provided including ensuring that the medication forms are completed when cases are open and annually, along with ensuring all required signatures are required and goals are updated annually.
Assist with preparing for Client Services meetings and trainings as necessary.
Participate in cross-training for administrative duties and functions and provide administrative coverage and support when necessary.
Serve as primary contact in the reception area for clients and visitors.
Perform general reception duties including but not limited to maintaining the waiting area and therapeutic spaces.
Provide translation and/or interpretation services when needed.
Assist the other departments with administrative support on routine daily tasks and on special projects (i.e. help with letter-writing, copying, faxing, contacting providers and community partners, gathering materials, doing research, creating spread-sheets, tracking data, and creating reports).
Other duties as assigned.