Program Assistant Job at The Guidance Center of Westchester
Position: Program Assistant
Department: Addiction Services / Clinical Admin Team
Reports To: Office Manager, Addiction Services
Location: Mt. Vernon
Hours: Full Time / 35 to 40 hours per week (On-site only, usually with at least 1 evening or Saturday morning coverage) Due to COVID-19 there are currently no evening or Saturday hours.
Salary: $16.48 p/h
Position Summary: The Program Assistant will provide a range of administrative and program-related support for The Guidance Center of Westchester’s Addiction Services Department. The assistant will be a vital member of the Sunrise multidisciplinary team comprised of a Program Director, addiction psychiatrist, nurse, CASAC/CASAC-T substance use counselor(s), other licensed clinicians (LMSW, LMFT, LMHC, etc.), peer, driver, and interns. The assistant performs a range of tasks to ensure that TGCW’s Sunrise program provides effective addiction treatment and recovery services that are person-centered, recovery-oriented, and utilizes evidence-based assessment and treatment methods. This position will also provide support to our New Rochelle based OASAS OTP program on an as needed basis.
Responsibilities:
- Provide comprehensive administrative support in the provision of coordinated team-based addiction services and treatment.
- Answer phone calls from program participants, perspective program participants, internal callers, and external community stakeholders related to the program and participant care.
- Attend to program reception tasks of greeting program participants and guests - obtaining signatures for required sign-in procedures, coordinating notifications of guest arrivals, collecting payments for services, and checking-in participants in the Electronic Medical Record (EMR) when they arrive for groups and individual appointments with peer, counselor, nurse, or medical director;
- Maintain log for MetroCard’s and other transportation that may be coordinated for program participants such as Medicaid Transportation, Access-A-Ride, Lift, Taxi, TGCW transportation (shuttle or Sunrise driver.)
- Coordinate meal orders and/or provisions for program participants (Breakfast and Lunch are typically provided to participants under normal operating procedures), and for meetings when needed.
- Take notes for multidisciplinary team meetings and case conferencing collaboratively led by the Program Director and the Medical Director – a Board Certified Addiction psychiatrist, as well as other meetings as needed.
- Maintain sign-in sheets and notes for all meetings and trainings as required by OASAS.
- Perform administrative tasks in the EMR related to enrolling, scheduling, and discharging participants; perform administrative tasks in other program specific electronic systems including OASAS, WTW, and Lighthouse; and complete timely reporting within each system.
- Open, close, and file hardcopy charts; monitor fax machine for incoming information to be filed in participant record; and respond to medical records requests.
- Support the Revenue Cycle Management protocols whereby all services are verified to be correctly documented on the date of service in the EHR, ready for billing within the week, and co-payments collected, deposited, and documented.
- Verify insurance for participants; ensure accurate insurance information is in the EHR; coordinate/track self-payments and self-pay status.
- Run reports from the EHR to submit all required OASAS and TGCW reporting related to service levels, quality of care, program and participant outcomes, and financial success.
- Provide administrative support to the Program Director, as a vital contributor to the Sunrise team to provide addiction treatment successfully and effectively.
- Coordinate pick-up for toxicology, and at times provide support for toxicology tests.
- Participate in staff training and support the Program Director in the coordination of off-site and on-site trainings/trainers.
- Interfaces with the Billing Department to ensure that all financial records and transactions are accurate and up to date via Daily Activities Forms (DAF’s)
- Provide coverage for other members of the clinical admin team for breaks, lunch, PTO, as needed.
Qualifications:
- 1+ year experience in substance-use or related field. Internships okay.
- Bilingual English/Spanish
- Working knowledge of EHR systems, myEvolv a plus.
- Highly organized with the ability to prioritize effectively.
- Proficient in Microsoft Office 365, with emphasis on Excel, Word, and Outlook.
Travel Requirements: Less than ~10%
Physical Requirements: These physical demands are representative of the physical requirements necessary for an employee to perform the job's essential functions successfully. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the position, which are reviewed in each case.
How to Apply: Apply via our website www.theguidancecenter.org/employment
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