Program Assistant - CFTSS

Job Description

Job Description

Primary Duties & Essential Functions:

• Screen referrals in collaboration with the Clinical Supervisor to ensure eligibility and appropriateness for services.
• Verify Medicaid and insurance eligibility for all referred individuals.
• Gather, verify, and update client and family demographic and contact information.
• Navigate the Electronic Health Record (EHR) system to input client information, view records, and initiate service documentation.
• Update the CFTSS roster to reflect referrals placed on the waitlist following intake completion.
• Maintain and update the program roster to reflect caseload changes, including new admissions, discharges, and service modifications.
• Assist with developing, organizing, and assigning caseloads for new staff to ensure balanced and efficient coverage.
• Maintain the CFTSS waitlist and ensure timely movement of clients as openings become available.
• Map client geographic locations to appropriately schedule appointments with maximum travel and service efficiency.
• Assist with filling staff cancellations and maintain a master service schedule.
• Confirm scheduled appointments with families at least 24 hours prior to service delivery.
• Provide appointment confirmations, reminders, and follow-up communication with families.
• Manage cancellations and ensure clients are rescheduled in a timely and appropriate manner.
• Ensure the staffing pattern section of the CFTSS roster is accurate and consistently up to date.
• Arrange and coordinate agency vehicle usage for practitioner travel.
• Develop and distribute monthly vehicle schedules based on staff travel needs, service locations, and mileage efficiency.
• Collect and review weekly mileage reports from staff.
• Monitor completion of environmental and vehicle safety checklists and follow up on missing or incomplete documentation.
• Coordinate and track vehicle maintenance requests and ensure timely follow-through.
• Prepare for internal and external meetings by organizing materials, confirming attendance, and ensuring that required documentation is readily available.
• Develop and distribute meeting agendas in advance to support structured discussion and clear objectives.
• Attend meetings assigned and accurately document minutes, including key decisions, action items, and follow-up responsibilities.
• Distribute meeting minutes promptly and monitor completion of assigned action items to support accountability and operational continuity.
• Schedule appointments for practitioners and maintain calendars accordingly.
• Manage program data and ensure all tracking tools and reports are accurate and up to date on a monthly basis.
• Prepare, maintain, and distribute monthly cancellation reports.
• Compile and distribute weekly productivity reports to leadership and program management.
• Perform verification of Medicaid eligibility as required.
• Carry out other related duties as assigned by the Director of CFTSS & Community Support.

Required Education, Knowledge, and Skills:

• High School diploma. Preference of further education in secretarial sciences.
• Previous supervisory experience in an office environment.
• Intermediate skills in Microsoft Word and Excel.

Abilities and Working Conditions:

• Must be available to work a 40-hour work week
• Must be able to lift 25 pounds
• Must have valid NYS driver’s license.
• Willingness to respond to the needs of a culturally diverse population.
• Ability to be seated and use computer equipment for several hours a day.

Vanderheyden is committed to the National Sanctuary Model - a blueprint for clinical and organizational change which, at its core, promotes safety and recovery from adversity through the active creation of a trauma-informed community. The Sanctuary Model's focus is not only on the people who seek services, but equally on the people and systems that provide those services.

As an Equal Opportunity Employer, does not discriminate in its hiring or employment practices on the basis of gender, race or ethnicity, color, national origin, religion, age, disability, military or marital status, sexual orientation, gender identity or expression, domestic violence victim status, predisposing genetic characteristics or prior arrest or conviction record or any other category protected by applicable federal, state, or local laws