Program Assistant - FT

Program Assistant

Provides secretarial/clerical support to the Satellite Services, Vigo County Services and IPU staff by assisting with the daily administrative functions. Responsible for all record-keeping and financial reports required by the Division Satellite Services & Vigo County Services.

Essential Duties/Responsibilities

• Performs administrative/clerical functions; carries out routine office procedures e.g., types, scans, copies documents, makes bank deposits, picks up mail from post office and schedules and confirms appointments.
• Answers telephone taking routine messages, screens call for crisis situations, responds to routine and emergency inquiries.
• Interact with consumers daily. Maintain all records, client charts, and files pertinent to the program.
• Calls insurance company to verify benefits and eligibility, checks eligibility daily for scheduled consumers.
• Takes minutes of meetings as required. Gathers data and compiles financial reports, monthly and annually, as required.
• Compiles data, completes forms, make mathematical calculations and carries out other tasks related to funding, accreditations, certification, and similar administrative projects as assigned.
• Uses computers in all aspects of position e.g., correspondence, meeting minutes, schedules, quality assurance forms, financial reports and program data.
• Assists in maintaining inventory of supplies and materials. Completes initial authorizations for Medicaid and Managed Care companies and assists staff in tracking and meeting deadlines and requirements for various funding sources.
• Assist with billing inquiries and the collection of consumer fees. Monitor enrollment procedures for outpatient consumers. Record initial contact with consumers requesting services. Screen for presenting problem and specific needs of the consumer.
• Be familiar with all divisions and departments of the Center in order to be able to interact and assist staff. Be familiar with division-wide compliance, regulations/guidelines of quality clinical and medical care.
• Represent the agency with the public, potential consumers, referral sources, active consumers in a professional, ethical manner that reflects a positive attitude and willingness to assist. Keep all requests for Release of Information current Corrects non-clinical errors identified in reports. Participates in training, in-services and special activities as required or assigned.
• Performs other duties as assigned. Enter DARMHA-required information, track and monitor all assessments for DCSs on site Take weight, height, blood pressure, pulse, and pulse-ox and enter in EMR on consumers seeing Psychiatrist/NP. Perform the above listed duties with or without reasonable accommodations. Administer oral and urine drug tests and document in EMR and vender sites. Crosstrain with other sites and WIN with the ability to fill in when needed.

Minimum Qualifications/Responsibilities

• High School diploma required. Additional education in business field and/or experience desired.
• Knowledge and/or skills in business English, basic mathematics, typing, filing and record maintenance, reception, operation of routine office equipment, time management, billing procedures and fiscal management.
• Good interpersonal skills Ability to ask sensitive questions about ethnicity and sexual orientation in a tactful and neutral manner, remaining neutral in matters of diversity and inclusion.
• Flexible schedule Skills in Microsoft Office (Word, Excel, Access) data entry/retrieval. Ability to learn HCI's electrical medical record. Good telephone skills Time management and organizational skills with flexibility to manage a wide variety of tasks Willingness to use personal transportation in work.
• Certificates, Licenses, Registrations Valid driver's license in accordance with HCI motor vehicle Policy. Maintain current Crisis Prevention Intervention (CPI) certification. Maintain current American Red Cross / CPR/First Aid certification/AED.