OPS STAFF ASSISTANT

Ops Staff Assistant - 64823897

This is a responsible, technically varied, and complex position providing clerical and health support services and assistance to clients served through the Medical Foster Care (MFC) program. Your specific responsibilities include:

• Collaborating regularly with program staff and management to develop seamless support processes for effective delivery of program services.
• Preparing and sending all requested correspondence and documents including, but not limited to, consents, shelter orders, closure letters, medical and psychosocial records, care plans, etc. as directed for all new referrals and existing program clients.
• Reviewing all incoming correspondence, notifying specialty team of receipt and tasks to follow up.
• Following up on requested correspondence and needed documents.
• Sorting, scanning, uploading, indexing, and filing all client and program related documents and records received into appropriate files, including electronic systems, timely and per policy.
• Initiating and maintaining client records according to policy.
• Maintaining electronic and paper records in an orderly fashion.
• Assembling new MFC administrative records as needed.
• Assisting staff in the preparation and maintenance of administrative records.
• Assembling new in-home MFC records as required.
• Assisting staff in the preparation and maintenance of records, including thinning appropriately.
• Preparing MFC records for closure as directed and per policy.
• Redacting and processing all records for children who are adopted, per policy.
• Maintaining MFC schedules as requested.
• Scheduling virtual or phone conferencing meetings or physical conference rooms as needed for MFC monthly staffing's, parent pre-service or service trainings and any needed program meeting or home visit as requested.
• Scheduling and monitoring MFC appointments as requested.
• Monitoring electronic systems monthly to review Medicaid Managed Medical Assistance (MMA) plan assignment for each MFC client assigned to and notifies staff of any upcoming changes.
• Coordinating new MMA plan representative into staffing scheduling and invitations.
• Providing support and assistance with directives from program staff to include schedule coordination, maintaining calendars, attending team meetings, and taking minutes.
• Assisting with travel, as office champion, related to program home and community visiting and outreach.
• Documenting all client related activities as required, per DOH documentation standards and policy, in the electronic health record system.
• Providing verbal and written communication with MFC staff and program stakeholders including parents and community representatives.
• Answering phone, directing calls, and taking messages as appropriate.
• Contacting parents/guardians and community representatives for demographic and other related updates.
• Preparing, sending, and responding to emails as per policy.
• Attending staff and program meetings as requested.
• Performing any other related duties as assigned.

Required knowledge, skills, and abilities include:

• Knowledge of quality improvement and data collection
• Judgment and decision-making, critical thinking and active listening skills
• Ability to communicate effectively verbally and in writing
• Ability to implement change
• Ability to use multiple computer programs and software such as Microsoft word, Outlook, TEAMS, and Office to retrieve and/or input data
• Ability to prioritize work, identify changing priorities and adjust as needed
• Ability to work independently and self-monitor work for accuracy and maximum productivity
• Ability to work effectively with a health care team and maintain an effective working relationship with others
• Knowledge of patient confidentiality laws
• Ability to review data for accuracy and completeness
• Ability to utilize problem-solving techniques
• Ability to plan, organize and coordinate work assignments

Qualifications:

• Minimum: Willing to physically come in the office to perform the duties & responsibilities of the position. Willing to work before, during, and/or beyond normal work hours or days in the event of an emergency.
• Preferred: Valid Florida Driver's License. High school or GED diploma. Years of experience: 1-3 as a clerk/receptionist in a medical setting. Computer skills, including use of standard office machinery such as laptops, scanners, cell phones, printers and programs such as Outlook, Power Point, Excel, Teams and SharePoint. Excellent communication and interpersonal skills.

Location: Miami, FL, US, 33128