Mental Health Program Specialist

Job Description

Job Description

Child and Family Guidance Center is seeking a Mental Health Program Specialist for the Dallas location. The Mental Health Program Specialist provides administrative, operational, compliance, and programmatic support to the Senior Director of Mental Health Services and outpatient mental health programs. This position assists with the development, implementation, monitoring, and continuous improvement of departmental processes and procedures, ensuring compliance with agency policies and procedures, regulatory requirements, accreditation standards, and contractual obligations. The Program Specialist serves as a resource to outpatient program staff, coordinates and monitors quality improvement activities, oversees medical records processes, prepares reports, supports audits and reviews, and assists the Senior Director with special projects and administrative functions to ensure efficient and effective service delivery.

SUPERVISORY RESPONSIBILITIES:

This position does not have direct supervisory responsibilities. The Program Specialist may provide guidance, training, coordination, and technical assistance to staff and may lead projects or initiatives as assigned. 

DUTIES/RESPONSIBILITIES:

Program Operations and Administrative Support 

• Assists the Senior Director of Mental Health Services with the day-to-day operations of outpatient mental health programs. 
• Provides administrative and project management support for departmental initiatives, strategic goals, and quality improvement activities. 
• Coordinates and tracks action items, deadlines, and follow-up activities related to program operations. 
• Assists with the development, implementation, evaluation, and improvement of outpatient mental health services. 
• Serves as a liaison between departments to facilitate communication and promote operational efficiency. 
• Assists with preparation of reports, presentations, meeting agendas, minutes, and other program documentation. 
• Completes special projects and performs other duties as assigned by the Senior Director of Mental Health Services. 

Policy and Procedure Compliance 

• Assists in the development, implementation, revision, and ongoing monitoring of departmental policies, procedures, workflows, and forms. 
• Ensures departmental procedures remain aligned with agency policies, accreditation standards, regulatory requirements, payer guidelines, and best practices. 
• Monitors staff adherence to agency policies and procedures and reports findings to leadership. 
• Coordinates policy reviews and updates, maintaining appropriate version control and documentation. 
• Provides guidance and training to staff regarding operational procedures and policy changes. 

Quality Assurance and Auditing 

• Coordinates and supports internal audits, chart reviews, compliance reviews, and quality assurance activities. 
• Tracks audit findings, corrective action plans, and follow-up activities to ensure timely resolution. 
• Assists in monitoring compliance with federal, state, local, payer, and agency requirements. 
• Reviews documentation and records for completeness, accuracy, and regulatory compliance. 
• Maintains audit schedules and prepares reports for leadership review. 
• Identifies trends, potential risks, and opportunities for process improvement. 

Medical Records Oversight 

• Oversees and monitors the processing, maintenance, storage, retention, and release of medical records in accordance with regulatory requirements and agency policies. 
• Coordinates medical record requests and ensures releases of information are processed accurately and timely. 
• Monitors electronic health records for compliance with documentation standards. 
• Assists with record retention, destruction schedules, and records management practices. 
• Conducts periodic reviews of medical records to ensure accuracy, completeness, and compliance. 
• Collaborates with clinical and administrative staff to address documentation deficiencies and improve record management processes. 

Compliance and Regulatory Monitoring 

• Participate as an active member of the CFGC Compliance Committee, contributing to the review, discussion, and oversight of compliance-related policies, procedures, risks, and regulatory requirements.
• Assists with preparing documentation and materials required for audits, surveys, accreditation reviews, and external monitoring visits. 
• Maintains records and documentation necessary to demonstrate compliance with agency, state, federal, and contractual requirements. 
• Monitors deadlines and reporting requirements related to outpatient mental health services. 
• Supports implementation of corrective actions associated with compliance findings. 

Staff Training and Support 

• Assists with onboarding and orientation of new outpatient mental health staff regarding administrative procedures and documentation standards. 
• Develops and delivers training related to policies, procedures, compliance, documentation requirements, and operational workflows. 
• Serves as a resource to staff regarding operational processes, forms, and program requirements. 
• Supports continuous quality improvement and professional development initiatives. 

Data Collection and Reporting 

• Collects, organizes, analyzes, and prepares operational, quality, and compliance data. 
• Develops and maintains tracking systems, logs, and monitoring tools. 
• Assists with preparation of departmental reports, dashboards, and performance metrics. 
• Supports data-driven decision making through analysis and reporting of program outcomes and operational measures. 

REQUIRED SKILLS/ABILITIES: 

• Knowledge of outpatient behavioral health operations, medical records management, quality assurance processes, and regulatory compliance requirements. 
• Knowledge of applicable state and federal regulations, accreditation standards, confidentiality requirements, and HIPAA guidelines. 
• Strong organizational, analytical, and problem-solving skills. 
• Excellent verbal, written, and interpersonal communication skills. 
• Ability to interpret, implement, and monitor policies and procedures. 
• Ability to independently prioritize work and manage multiple assignments while meeting deadlines. 
• Ability to conduct audits, reviews, and quality improvement activities. 
• Ability to prepare reports, maintain records, and analyze operational data. 
• Proficient in Microsoft Office applications and electronic health record systems. 
• Ability to provide exceptional customer service to internal and external stakeholders. 
• Ability to maintain confidentiality and exercise sound judgment. 
• Strong attention to detail and commitment to quality. 

EDUCATION AND EXPERIENCE:

• Must possess a minimum of a Bachelor’s degree in rehab counseling, psychology, social work, or related field as specified in the Texas Administrative Code Rule §353.1415 for Qualified Mental Health Professional (QMHP-CS) .
• Trained in working with individuals with Severe and Persistent Mental Illness, Children with Severe Emotional Disturbances, and delivery of services based on curriculum 
• Training in child and/or adult counseling, and family dynamics preferred 
• Experience in an outpatient behavioral health or healthcare setting preferred. 
• Experience with electronic health record systems and regulatory compliance activities preferred. 

PHYSICAL REQUIREMENTS:

• Ability to sit, stand, bend, reach, and perform routine office tasks. 
• Ability to operate standard office equipment and computer systems. 
• Ability to communicate clearly both verbally and in writing. 
• Ability to occasionally lift up to 25 pounds. 
• Ability to travel locally as needed. 

ADDITIONAL DUTIES

• Performs additional duties and responsibilities as assigned by the Senior Director of Mental Health Services. 
• Scheduled hours and work locations may be modified based on organizational needs. 
• Supports organizational initiatives, accreditation activities, audits, and quality improvement efforts as needed. 
• Assist in the development and preparation of grant proposals by researching funding opportunities, compiling required documentation, and supporting submission efforts.