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Program Assistant 

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 8/8/2017  
Full-Time/Part-Time Full-Time  
Shift Days  
Location Kitsap Mental Health Services (Main Campus)  

This support member to the PACT transdisciplinary team is responsible for organizing, coordinating and monitoring all non-clinical operations of PACT; providing receptionist activities including checking in clients for appointments, triaging calls and deescalating clients on the phone, coordinating communication between the team and clients, and assisting clients, their families and agencies to get answers to questions; and maintaining accounting and budget records for client and program expenditures.  


  • Provide secretarial support for the PACT team, including typing forms, letters, correspondence and memos, managing and maintaining files, copying and routing or posting information appropriately.  Ensure materials are prepared and available as necessary for groups, and other client interventions.  Distribute team mail as appropriate.  Ensure appropriate documents are scanned or properly routed to Records Department 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.
  • Greet and check-in clients for appointments.  Take and record vitals.  
  • Establish effective linkages and with on-site PCP as well as with community medical clinics/providers and hospital staff regarding client care, follow up, transitional care and coordination needs of team clients.  Assist the team with timely communication with primary and specialty medical care providers, acute care hospitals, and emergency departments.  Prepare letters to request medical records and client authorizations and maintain log of requests and records received.
  • 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.
  • Prepare and distribute monthly staff work schedule and afterhours schedule in a timely manner.  Monitor team staff schedules and meetings and serve as liaison with other support services staff.  Set-up and maintain Medical Provider Profiler (EMR) schedule.  Scheduling includes monitoring holidays, staff vacations, appointment timeslots, trainings, client and staff groups, activities, and meetings.  
  • Assist with gathering and tracking health information and enter health data in the electronic medical record and other relevant health data systems.  Provide support to team by monitoring compliance with requirements and running related reports as requested.  Collect necessary data and prepare reports.  Record admissions and discharges to provide a source of information for statistical reports.
  • Provide support to team Supervisor and staff to interpret, prioritize and present Health Analyst generated client health data to the team, with assistance from RN and Psychiatric Medical Provider.  Communicate key client health information and needs to interdisciplinary team members for comprehensive care coordination and treatment planning. 
  • Track and run appropriate weekly/monthly reports and distribute to clinicians/supervisor 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.
  • Assist medical providers and nurses with preparing UA forms as well as obtaining vitals, lab orders and results.  
  • Support Team Supervisor by preparing materials as needed for team meetings and record content as requested.
  • Maintain petty cash supply for the unit as requested; ensure that it is balanced, receipts are turned in, and copy of ledger is given to accounting and team supervisor in a timely manner.
  • 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.
  • Maintain and review with the team leader the unit budget for operation of the PACT team   and assure that all purchases of supplies and equipment remain within that budget.  
  • Update and maintain a policies and procedures manual to assure that current and accurate information is available to staff.  
  • Communicate regularly with financial guardians and protective payees of clients to coordinate individual patient budgets between the PACT program and guardians or payees.
  • Maintain knowledge of PACT standards and general knowledge of Evidence Based Practices.  Maintain a Trauma Informed Care work environment. 
  • In addition to the above, any other responsibilities appropriate to the position and not specifically listed in the job description.
Position Requirements

MINIMUM QUALIFICATIONS:  High school diploma or GED.  One year of general office experience.  Type at least 45 WPM with accuracy in word processing and transcription with good spelling and writing skills.  Ability to work within interdisciplinary team setting on behalf of complex clients with extensive behavioral care needs. Experience with EMR and data tracking and ability to read data reports.  Familiarity with outpatient medical clinic operations so as to facilitate the establishment of positive and productive relationships with medical practice staff throughout the community.  Experience or course work in medical/psychiatric terminology preferred.  Ability to work under stressful situations, i.e., clients in crisis, numerous telephone calls.  Ability to communicate effectively, collaborate, prioritize work assignments, and work independently.  Computer literate in Microsoft Office environments.  Knowledge of Excel required.

PHYSICAL CONSIDERATIONS:  While performing the duties of the job, the employee is required to stand, walk, sit, use hands and fingers, talk or listen, and lift up to 10 pounds.  This position also requires close vision and peripheral vision.

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 not accepting applications.

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