Clinical Administrative Coordinator (FT)

: The Clinical Administrative Coordinator (CAC) performs a large range of program and service-related administrative support to the Behavioral Health department at U.S.VETS. The CAC reports directly to the Director of Behavioral Health at the assigned U.S.VETS site and works closely with various staff members to ensure completion of the administrative portion of direct service work. The CAC is responsible for coordinating, facilitating and executing staff training to support service delivery and compliance with service documentation and performance; completing external funder reporting requirements and internal U.S.VETS reporting requirements; conducting frequent clinical audits on client charts; and providing support to the case management staff. FLSA Classification: Non-Exempt. Responsibilities:

• Creates annual training calendar for clinical and program staff according to the training requirements as determined by the National Clinical and Program team.
• Coordinates and executes staff training according to the annual training calendar and in collaboration with Human Resources to ensure each staff member completes a minimum requirement of 40 hours of training/year to include completing required training topics.
• Creates and tracks annual training hours for all staff.
• Ensures all conducted staff trainings include a competency-based assessment upon conclusion of the training to ensure training retention (e.g., Post-training test).
• Creates annual funder report calendar with established deadlines and deliverables for each external and internal report required in collaboration with Operations Manager.
• Connects with Program Coordinators and Team Leaders to monitor clinical and programmatic deliverables at least monthly for all internal and external requirements, reports areas of underperformance to management, and leads team on developing and following through on corrective actions.
• Oversees and/or completes external & internal funding reports related to clinical and program deliverables, according to specific funder requirements, at least 7 days prior to the funder/internal deadline and submits to Director of Behavioral Health and Operations Manager for final review before submission.
• Submits or ensures submission of all external clinical reports to the established funder point of contact on behalf of the organization and of all internal clinical reports to the agency point of contact by no later than the established deadline, preferably 3 days prior to the deadline.
• Develops and maintains a system to ensure timely and accurate documentation in client files that meets required standards and that such documentation is complete and readily available for internal and external audits, medical billing support, accreditation surveys, etc.
• Completes weekly file audit for each program for both data completion and content of documentation and works with case management staff to ensure file compliance.
• Conducts frequent clinical audits on client charts a minimum of 4x/year for active clients and within 7 days of the clients date of discharge to ensure clinical integrity.
• Works with case management team on correcting clinical audit deficiencies or discrepancies in a timely manner
• Prepares the team for external audits conducted on-site by external funders and serves as the sites lead point of contact throughout the duration of the audit while ensuring collaboration with applicable departments to include Operations and Finance.
• Ensures admission and discharge functions are conducted according to the organizations policy and to optimize process flow, efficiency, and the client experience.
• Updates weekly clinical meeting documents (e.g., CM-VT listing, Clinical Meeting Notes, etc.) and takes weekly meeting minutes for efficient tracking from week to week on clients clinical progress.
• Leads the process of obtaining CARF accreditation/re-accreditation for the site.
• Collaborates and shares best practices with counterparts at other U.S.VETS and provides additional support as requested.
• Staff who have a valid drivers license and meet company insurance requirements may be required to complete a provided driver training course and drive company vehicles for work-related activities to include client transportation.
• Performs other duties as assigned.

Requirements:

• Bachelors degree in social services or other related field required.
• Minimum of two (2) years of experience with coordination of clinical services and/or administrative oversight in a clinical setting.
• Excellent oral and written communication skills.
• Detail-oriented with strong organizational and time management skills.
• Professional manner and appearance.
• Ability to take general direction, work independently and within a team.
• Ability to work effectively with diverse group of clients, staff, and community members.
• Knowledge/experience working with veterans preferred.
• Proficiency in computer and information systems to include Microsoft Office (Outlook, Word, PowerPoint, Excel), Internet, and the ability to use client tracking databases and electronic case records.