OMH Admin Assistant I - Crisis Services

CTI Administrative Assistant

Enjoy making a difference? Join the team at Family Residences and Essential Enterprises, Inc. (FREE), enriching the lives of others, one individual at a time. FREE benefits and proudly supports more than 4,000 individuals with intellectual/developmental disabilities, mental illness and traumatic brain injury. It is the mission of FREE to support people of all abilities reach their full potential and thrive in their communities. FREE provides a diverse array of supports and services including: housing; recovery services; transition to work; employment; day, community and family services; respite; crisis services; education and after school support; specialty health services; and advocacy.

Position Summary

This CTI Administrative Assistant will play a pivotal role in maintaining documentation systems, managing electronic health records (EHRs), supporting data reporting and billing processes, and ensuring efficient communication among team members and stakeholders. The Administrative Assistant will also assist in the implementation of digital technology to enhance client care and engagement, contributing to the overall effectiveness of the CTI program.

Duties, Responsibilities, and Essential Functions

Manages and maintains accurate documentation within the Electronic Health Record (EHR) system, including referrals, assessments, and client encounters.

Ensures all data input aligns with regulatory and program standards, including interoperability initiatives.

Supports secure data submissions to the NYS OMH Platform via secure file transfer protocols (MFT, SFTP, etc.).

Compiles and submits timely monthly reports to the Office of Mental Health, including outreach activities, service phases, discharge data, and performance indicators.

Tracks key quality metrics such as housing stability, reduced psychiatric hospitalizations, emergency room utilization, and social determinants of health.

Monitors contact data to ensure compliance with tiered billing standards (Levels 13 based on contact frequency).

Coordinates documentation to support accurate monthly billing, including adherence to contact thresholds and allowable services.

Tracks add-on service claims and ensure proper documentation for telehealth and collateral contacts.

Assists the team in collecting, organizing, and reviewing data for quality assurance purposes.

Supports initiatives linked to the State-funded quality improvement pool.

Collaborates with the CTI team and agency leadership to regularly analyze program data to identify service trends, verify achievement of program goals, and evaluate service quality.

Assists in preparing and maintaining documentation for CTI Self-Assessments conducted every 6 months and make results available for audits or upon request.

Supports the development and implementation of corrective action plans based on data analysis, utilization review findings, and program assessments.

Tracks the effectiveness of interventions and programmatic adjustments made in response to identified service gaps.

Provides calendar management, meeting scheduling, correspondence, and clerical support to the CTI team.

Organizes digital and physical files, prepare reports, and support interdepartmental communication.

Coordinates scheduling for team meetings, trainings, and quality improvement sessions.

Maintains confidential and organized program records that meet OMH regulatory and audit requirements.

Assists with internal and external communication, including coordination with the Local Governmental Unit (LGU) and Director of Community Services (DCS), as required for oversight and cross-system collaboration.

Supports CTI staff in maintaining compliance with all OMH reporting and documentation standards.

Communicates with multiple community stakeholders, including the hospital systems, to obtain and provide information to assist in care coordination.

Ensures that all required documentation (paper and electronic) is completed/processed/billed appropriately, in a timely manner, and meets quality and compliance thresholds.

Performs other duties as assigned.

Responsibilities of All FREE Employees

Always communicates in a respectful manner with all people including the people we support, supervisors, other valued team members, and members of the community.

Complies fully with FREE's confidentiality policies by holding in strictest confidence all information pertaining to members, residents, the people we support and their families, clients, providers, contractors, and employees.

Meets all safety training requirements; adheres to all safety policies and reports any and all unsafe conditions; takes measures to prevent accidents and/or eliminate conditions that pose a safety or health risk.

Coordinates, supports, attends and participates in all required events/ meetings/ reviews/ committees, including ones outside of standard working hours.

Meets all job requirements and stays in compliance.

Adheres to FREE's standard of ethical behavior as outlined in the Employee Handbook and Code of Conduct as well as applicable laws and regulations.

Qualifications

Education: o High School Diploma or equivalent required; Associate's degree preferred

Experience: o Minimum of two (2) years administrative experience; experience in a healthcare or social service setting preferred.

Specialized Training, Licenses, Certifications: o Not required, training will be provided upon hire as needed

Knowledge, Skills, Competencies, and Abilities: o Proficiency in using EHR systems and Microsoft Office Suite (Excel, Word, Outlook). o Familiarity with secure file transfer systems and digital health platforms preferred. o Knowledge of Medicaid billing practices and New York State OMH guidelines is a plus. o Strong organizational, analytical, and communication skills o Ability to handle sensitive and confidential information with discretion. o Ability to interact professionally with the individuals we support and assist them with inquiries in person or over the phone o Ability to multitask and prioritize items for completion

Other Requirements: o Valid driver's license

Work Environment

This role is performed in-person. Travel may be required on occasion.

Physical Requirements

Employee is required to sit, walk and stand for prolonged period of time (at least 8 hours). Employee is required to effectively communicate both verbally and in writing. Employee is required to operate standard office equipment such as computers, phones, photocopiers, fax and filing cabinets. Employee is required to reach with hands and arms. Employee is required to bend, stoop, kneel, crouch or stand on a stool as needed. Employee is required to be able to lift 50 pounds at a time. Notwithstanding the above listed physical requirements of this position, FREE will provide reasonable accommodations to allow employees to perform the essential functions of the position, provided such reasonable accommodations do not cause undue hardship on FREE.

FREE is an equal opportunity employer and provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, gender, gender identity, sexual orientation, national origin, age, disability, genetics, or any other protected characteristic. In addition to federal law requirements, FREE complies with applicable state and local laws governing non-discrimination in employment in all of its locations. This policy applies to all terms and conditions of employment, including, but not limited to, recruiting, hiring, placement, promotion, termination, recall, transfer, leaves of absence, compensation, and training.

Family Residences and Essential Enterprises' affirmative action efforts related to protected veterans and individuals with disabilities are set out and described in our affirmative action plan for protected veterans and individuals with a disability. If you have any questions or would like to view the affirmative action plan, please visit our website.

Family Residences and Essential Enterprises