Behavioral Health Office Manager Job at Yellowhawk Tribal Health Center
Job Summary
Provides a variety of administrative support to all programs within the Behavioral Health Department, helping to ensure the smooth and effective functioning of the department. All duties and responsibilities will be performed in accordance with the Yellowhawk Mission and Vision statements.
Essential Job Functions:
- Maintain and abide by strict confidentiality and HIPAA laws/regulations regarding sensitive information and material.
- Greets all clients/visitors/staff in a prompt and pleasant manner. Answers telephone promptly and in a professional, trauma informed manner. Refers clients/visitors/staff and telephone calls to appropriate individuals.
- Assists CD Clinical Manager and Mental Health Clinical Manager in maintaining a master appointment schedule for all groups and activities. Also helps maintain the master client list on all clients in the Behavioral Health Department.
- Provides minimum level of crisis triage (use of QPR skills; asking if one experiencing desire to hurt self or others) in order to direct clients to appropriate supports or to seek assistance from clinical staff to triage.
- Maintains provider schedules and coordinates scheduling with clinical managers and/or providers.
- Maintains, organizes and updates Department forms, files, reference materials, and policies as necessary. Coordinates scanning of Mental Health and CD records into the electronic record with Medical Records.
- Assists with administration of the Oregon Measures and Outcomes Tracking System (MOTS).
- Provides support for Department meetings, including scheduling space, preparation of meeting materials as requested by meeting facilitator, recording minutes for review of facilitator prior to dissemination of minutes.
- Checks electronic timesheets daily for all department members; makes changes and prepares them for submission.
- Creates intake packets and sets up new CD client files. Assists CD Counselors with urine specimens by double checking specimen’s labels for accuracy. Verifies that all patient information is updated at each visit and enrolled in Medicaid when eligible.
- Maintains files of upcoming continuing education opportunities and records training completed by and for staff members.
- Coordinates client transportation with counselors, brokerage and transporters.
- Provides weekly updates and coordinates communications on the behavioral health bulletin board. Keeps file room and waiting room stocked and clean.
- Prepares travel advances, expenditure reports, and purchase requisitions for CD and Mental Health.
- Assists Chemical Dependency and Mental Health providers with research on outside referrals. Assists providers in determining patient eligibility for Purchased Referred Care (Contract Care) or Direct Care; coordinates clerical components of referral process to enable submission to CFO for final approval.
- Tracks and organizes grant and other data required by the department and prepares required reports in partnership with the department managers.
- Provides departmental orientation for new hires, under the guidance of the department managers.
- Other duties as assigned.
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