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Title

Care Team Assistant (Clerical Support) 

About the Organization KMHS is Kitsap's nonprofit, designated community mental health provider for adults with acute and/or chronic serious mental illnesses, and children with serious emotional disturbances and their families. During 2016, KMHS provided services to more than 6,800 children and adults.

On WA's beautiful Kitsap Peninsula, offers easy access to both the pristine wilderness of the Olympic Peninsula and the big-city lights and culture of Seattle. We offer competitive salary, benefits & a positive work environment.

Inpatient, residential, and outpatient treatment services offer evidence-based treatment, using trauma informed care to help people reach their recovery goals. We offer whole person care through mental health and substance use treatment and care management, close care coordination with on-campus and community-based primary care providers, and with partner PCHS, now offer dental care to KMHS clients and the community. Many community partners assure people receive behavioral health care in the right place, in the right way, at the right time. Together we are weaving a web that connects emergency room and hospitals, substance abuse treatment, and primary care providers; creates partnerships for early intervention at home and school, supports multiple law enforcement, jail, and justice endeavors, and works to ensure housing, food, and other social supports together with social service agencies and community collaborations.

The Kitsap Mental Health Services community fosters a culture of hope and empowerment through a safe, welcoming environment, compassionate relationships, and a commitment to respecting life experiences.

KMHS is a tobacco/smoke-free and scent-free facility  
Category Clerical  
Open Date 6/30/2017  
Full-Time/Part-Time Full-Time  
Exempt/Non-Exempt Non-Exempt  
Shift Days  
Location Kitsap Mental Health Services (Wheaton Way Campus)  
Description

PURPOSE:
Provide support for the operations of the Care Team including triaging calls and helping respond to client requests, coordinating communication between the team, clients and their families, serving as a liaison with other departments and teams within KMHS, organizing and producing materials and reports to maximize efficient Team functioning.

RESPONSIBILITIES AND DUTIES:

  • Provide secretarial support for the Care Team, including typing forms, letters, correspondence and memos, managing and maintaining files, copying and routing or posting information appropriately. Distribute Team mail as appropriate. Ensure appropriate documents are properly routed to Records Department or others for scanning into Electronic Medical Record (EMR).
  • Answer telephone calls including performing the following: (1) triage and coordinate communication between the team and clients; (2) expedite answers to questions for clients, families, and other community entities and agencies; (3) work with callers to relieve urgent situations and to temporarily manage or deescalate them until other staff are available; (4) decide when and how quickly to refer calls to other staff; (5) assess and report clinical behaviors and information that seem out of the ordinary for that particular client. Document these activities as requested.
  • Monitor Team staff schedules and meetings and serve as liaison with other support services staff. Set-up and maintain clinician Profiler (EMR) schedules, which includes holidays, staff vacations, appointment timeslots, trainings, client and staff groups, activities, and meetings; and prepare and distribute monthly calendar for client activities.
  • Ensure clinician schedule templates are up to date, accurate, and adhere to Centralized Scheduling Guidelines. Coordinate the administration of schedules with all clinicians on team.
  • Manage clinician and med provider appointments, tracking upcoming appointments and calling clients to schedule follow-ups. Assist team in tracking clients with a gap in services.
  • Operate and coordinate the computer and information management systems for the Team. Maintain basic knowledge of medical records, IS and HR procedures and forms in order to answer staff questions and facilitate problem solving.
  • Track and run appropriate weekly/monthly reports and distribute to clinicians/supervisors as requested, or make available to staff as needed. Ensure that notifications of detentions, crisis interventions, emergency department episodes, or other inpatient episodes are distributed and/or available to clinicians as needed through daily reports.
  • Support Care Team Supervisor by preparing materials as needed for Team meetings and record content as requested.
  • Provide support to care Team by monitoring compliance with requirements and running related reports as requested.
  • Ensure materials are prepared and available as necessary for Pathways services, groups, and other client interventions.
  • Maintain a stock of supplies for the Team from inventory by filling out purchase requisitions and ordering through the purchasing agent. Ensure all unit office equipment is in good working condition, requesting maintenance and repair when needed.
  • Disclose limited client information as necessary to the position as trained by the Records Dept. Supervisor. Disclosures must adhere to HIPAA privacy and security standards and be logged in detail according to agency policy and procedures. Complete all required training and annual refreshers.
  • Responsible for the timely, accurate distribution of mail between departments and within team.
  • Ensure positive customer relations through courteous and helpful interactions with all groups and individuals entering the building. Greet individuals, inquire as to their needs, and contact the appropriate staff person for individual and group appointments, weekly lab clinics, and with their intake assessors, payees, treatment coordinators, nurses, therapists, and medical providers and others following established check-in procedure. Determine appropriate staff to refer walk-in clients to when there is no scheduled appointment and numerous other visitors to our campus. Maintain communication as appropriate regarding delays, etc. Confirm address and phone number for clients and copy insurance card as appropriate.
  • Provide support to our medical providers, treatment coordinators, and therapists by scheduling and entering appointments into Profiler to assure provider can resolve appointment and document correct service activity.
  • Responsible for timely blocking of medical provider's schedules for vacations, meetings, holidays, etc. in Profiler, to ensure client appointments are scheduled only in available appointment timeslots. Also responsible for timely entry of schedule updates in Outlook for all medical providers so real time information is available to all staff who need it.
  • Monitor the lobby activities and serve as liaison between clinicians and clients by maintaining constant awareness of client agitation or inappropriate behavior and as appropriate, respond clearly, firmly, and respectfully; contact assigned clinician, crisis clinician, supervisor, OD, DMHP, or security officer, as appropriate for assistance. Front desk staff can expect to deal with unanticipated and unpredictable behaviors that can create a more stressful environment for front desk staff due to how our customers present themselves on any given day.
  • Work closely with clinicians to reinforce consumer behaviors as specified in the consumer's treatment plans by using information provided in client alerts in Profiler.
  • Ensure positive agency communication by answering all incoming phone lines and routing all calls in a professional and courteous manner. Take accurate messages and distribute them in a timely manner. Connect callers to agency voice mail system following agency procedure.
  • Ensure neat appearance of lobby, reception area, copy room, staff lounge, and interview/group rooms.
  • Responsible for opening and closing the building according to procedures.
  • In addition to the above, any other responsibilities appropriate to the position and not specifically listed in the job description.

 
Position Requirements

High school diploma or GED. Three years of general office experience. Type at least 45 WPM with accuracy in word processing and transcription with good spelling and writing skills. Experience or course work in medical/psychiatric terminology preferred. Ability to work in stressful situations (i.e., clients in crisis, numerous telephone calls). Strong communication skills required. Strong organizational skills required to prioritize variety of work assignments. Work independently and as a team member. Proficient in Word, Excel, and PowerPoint and other Microsoft Office environments. Experience working in an Electronic Medical Record (EMR) preferred.

 
Salary DOE  
EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, creed, marital status, age, Vietnam era or disabled veteran status, or the presence of any sensory, mental, or physical disability.
 

This position is currently accepting applications.

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