Office Assistant- FFAST

Description By joining the San Diego Center for Children, you will empower children and families through transformative mental health care and educational services. Our vision is to inspire a world where children and families live joyful, healthy lives. We serve over 1,000 people every day – are you ready to make an impact? Position Benefits Team-oriented, multidisciplinary approach Ongoing, high-level learning and development opportunities Culturally diverse environment Joint Commission Accredited Organization Comprehensive Health Insurance (medical, dental, vision, pet) Retirement savings plan: 403(b) – with employer match up to 3% Generous paid time off (vacation, sick leave, holidays) Wellness programs Employee Assistance Program Tuition reimbursement or assistance for continuing education Employee discounts Employee recognition program Opportunities for career advancement May be eligible for state or federal loan forgiveness programs for work with underserved populations Summary Foster Family Stabilization and Treatment (FFAST) is a program of the San Diego Center for Children. It provides mental health services to youth in the foster care system through its two site locations, Mission Valley and Escondido. The Office Assistant supports creating a welcoming, culturally respectful, and trauma-informed atmosphere, providing general program information to consumers and the community, maintaining medical records, coordinating psychiatry appointments, executing various administrative functions (e.g., data entry, running reports, etc.) to support program operations and youth served. The Office Assistant also assists in QA functions, monitors the environment for safety hazards, maintenance and supply needs, and supports program-based needs at the Escondido site. Administrative Functions Receives referrals, logs referrals and Access Times Logs, provides referral to QA/Intake Supervisor for assignment, sends referral receipts to referral source, and provides referral and intake packet to assigned Therapist. Responds to phone calls and email messages in a timely and customer-service oriented fashion (within 1 business day) and promptly communicates any new/notable information received to the appropriate staff. Performs data entry and maintains office equipment and orders office supplies for department. Schedules psychiatry appointments and informs all related parties of upcoming appointments, and tracks JV-220s. Assists with administrative functions related to new hires, including pre-onboarding and onboarding. Serves as the on-site Safety Officer and Safety Committee representative, overseeing emergency drills and ensuring safety of work environment. Acts as custodian of documents and records and appropriately always ensures their confidentiality/privacy. Medical Record/Billing Support Supports youth information tracking and provides reports as directed. Determines youth Medi-Cal eligibility at intake and monthly through the State Medi-Cal database and SmartCare and/or verifies other health care coverage (OHC) and completes CMS-1500 to bill OHC if applicable. Ensures all financial data is complete, up to date, and entered per contractual and regulatory requirements. Supports needs of the program related to documentation tracking and review, making necessary SmartCare (Electronic Health Record) corrections, and provides administrative support as needed to accurately maintain treatment documentation and information. Supports Therapeutic Foster Care (TFC) service needs, including weekly billing, monthly invoice, TFC parent training records, and TFC parent onboarding. Assembles and maintains current and discharged medical records per applicable regulations and requirements. Outcomes Data Collection/Maintenance Support Assists in the administration and collection of outcomes, including biannual Youth Services Survey for youth and caregivers. Supports with bi-annual Program Advisory Groups to collect feedback and document data. Inputs and updates DCR data per State MHSA FSP and San Diego County required timelines. Other Attends all applicable internal and external meetings and committees. Fulfills all contractual and organizational training requirements. Other duties as assigned to meet program needs. Work Location & Availability The primary workplace location is in Mission Valley, Monday-Friday from 8:30 AM‑5:00 PM. Travel between program sites, and additional locations, may be required as needed. Mileage reimbursement available. Language Skills Ability to read, analyze, and interpret medical records, journals, reports, and legal documents; ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community; ability to effectively present information to management and public groups; ability to produce clear, concise, and clinically appropriate records. Reasoning Ability Ability to read, analyze, and interpret medical records, journals, reports, and legal documents; ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community; ability to effectively present information to management and public groups. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand, use hands to finger, handle, or feel, reach with hands and arms, stoop, kneel, crouch, or crawl, and talk and hear. The employee frequently is required to run, walk, sit and drive a vehicle. The employee must be able to move and/or lift a student when clinically necessary, and must be able to follow a student that AWOLs in a walking or running pace. Applying SPA restraint techniques can involve lifting the student, holding the student down in a standing, sitting or ground level manner, as well separating clients who are acting in an unsafe manner to ensure the safety for the clients and staff. Due to the emotional instability of the clients the employee may be subjected to kicking, hitting, punching, biting, hair pulling, etc. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate. Qualifications MINIMUM REQUIREMENTS: Valid California Driver’s License, acceptable driving record, reliable transportation and vehicle insurance. Must have an Associate Degree, or equivalent from a two-year college or technical school, or one year of related experience and/or training; or an equivalent combination of education and experience. Proficient computer skills (e.g., Microsoft applications). Experience working with medical records. PREFERRED REQUIREMENTS: Experience with/training in San Diego County’s MIS, SmartCare Electronic Health Record, DocuSign, and experience working with diverse populations. Bilingual (English/Spanish). Knowledge of foster care population, trauma informed care. #J-18808-Ljbffr