Everstand is hiring: Administrative Assistant - Clinical in Windsor Mill

Position Summary:

The Clinical Administrative Assistant works as part of a team of support professionals to provide an excellent client, visitor, and overall workplace experience at Everstand. Supported by the Assistant Program Director of Clinical Services (APD), this role’s primary focus is to support the clinical team on the Baltimore campus. This individual is responsible for several key workflows, such as ensuring individual treatment and education plan meetings occur on or before the required schedule and that client files are maintained properly in both their physical and electronic formats. This position is responsible for critical data entry and recordkeeping, must be able to focus amidst interruptions, and must be able to prioritize multiple projects and deadlines.

Essential Functions:

• Model and act in accordance with Everstand’s core values: safety, empathy, relationships, and impact.
• Honor differences, acknowledge uniqueness, and amplify all voices. Partner with Everstand’s Equity, Diversity, and Inclusion (EDI) committee to build (and participate) in trainings and group experiences that strengthen Everstand’s commitment to EDI. Model the use of inclusive language.
• Demonstrate and practice Everstand’s leadership mindset, “Choose kindness. Solve problems and learn together. Make it happen.”
• Take meeting minutes, code to-dos into Everstand’s project management or electronic health record software systems, and support leadership with excellent follow through on tasks delegated or assigned to others within their respective teams.
• Office copiers – submit service calls to vendor, generally assist the workforce and other administrative staff on how to use the functions of the copier/scanner.
• Compile office supply orders and see them through to completion from approval to distribution.
• Act as an authorized purchaser and manager of the APD’s and Director of Behavioral Health Services’ corporate credit cards. Includes purchasing approved items and monthly reconciliation of statements.
• Support members of the department with submission of purchase orders and other Ticketing System requests as well as booking trainings and work-related travel arrangements.
• Schedule, coordinate, and send Individual Treatment Plan (ITP) meeting notices and reminder emails to internal and external stakeholders. Maintain and distribute the ITP compliance report, following up on any outstanding documents or signatures.
• Schedule and coordinate psychiatric appointments (Residential and Strawbridge School clients) for Medical Director and psychiatrists, including appointment reminders and rescheduling of missed appointments.
• Track and monitor psychiatric appointments to ensure all clients are seen within necessary timelines, relevant documentation is completed, and needed appointment data is entered in the electronic health record.
• Work with families and providers to ensure that medication refills are handled in a timely manner.
• Proofread and edit documentation.
• Ensure the continuity and ongoing maintenance of client files and file room; periodically checking to ensure files are in the correct places according to sign in/out sheet; and that file room remains clean and orderly.
• Create client case files, either physically or digitally depending on which program(s) have gone live with the electronic health record system. Physical files should have a type-written label.
• File documents, correspondence, etc. within the defined timeframe and maintain files in order to ensure continuity and confidentiality.
• Review Discharge Audit Checklist submitted by Case Managers to ensure client file is complete.
• Breakdown client case files for residential services within the defined timeframe from client discharge.
• Log any external client chart information requests and respond to those that are approved.
• Execute Everstand’s document retention policies by ensuring the appropriate and timely destruction of documents that have expired.
• Follow all confidentiality, COMAR, insurance, and accreditation regulations and standards.
• Obtain and maintain certification as a “super user” in Everstand’s electronic health record (EHR) software system, Cx360. Troubleshoot any workflow issues in partnership with the Electronic Health Record Administrator and distribute reports to leadership and other stakeholders.
• Monitor the EHR ticketing system and provide support as assigned.
• Scan and upload documents and enter data into the EHR.
• Support with onboarding new employees to the department into the EHR and assist members of the department with EHR questions. Partner with the EHR system administrator when new features or changes to the EHR are rolled out to the department.
• Manage, process and distribute various reports from a database or the EHR system.
• Support the APD in auditing records and following up on reports to ensure program compliance.
• In partnership with Everstand’s Quality Improvement team, provide support to the APD to prepare, organize and distribute data related to peer review and audits both internal and external.
• Complete assigned tasks in the revenue cycle management process to ensure timely and accurate clinical billing, such as insurance verification, authorization data entry, EHR error log processing, entry of Encounters for psychiatric appointments, etc.
• Ensure emergency client binders, used during EHR outages and campus power loss events, are kept up to date with the required documentation on the schedule outlined by QI.
• Input information quickly and accurately from a variety of sources into a software system, database, or spreadsheet.
• Support the provider team with management of the provider meeting agenda and minutes, as well as the provider calendar.
• Plan, coordinate, and/or assist with events and meeting logistics. Work with the team of administrative professionals to ensure catering, RSVP’s, set-up, clean-up and other tasks are completed as appropriate.
• Support staff appreciation and wellness events organized by HR, as well as those that are specific to the clinical and residential teams.
• Assist APD and providers with miscellaneous tasks.
• Provide assigned coverage for reception. Warmly greet visitors upon arrival, sign them in, and obtain confidentially statements and any other necessary data.
• Understand and correctly utilize the telephone and voice mail systems. Answer multi-line phones and either transfer the caller to the appropriate party or handle the caller’s needs directly.
• Route incoming electronic faxes (eFax) to their appropriate destination. Ensure backup coverage to check eFax is in place if out of office.
• Manage and distribute various calendars and schedules such as therapist on call, etc.
• Break room and hospitality supplies always up to date / in stock.

Non-Essential Functions:

• Provide cross training and coverage for other other administrative roles across programs as needed.
• Schedule, coordinate, and send Individual Education Plan (IEP) meeting notices
• Support QI team as needed with review and monitoring of client and employee documentation to assure compliance with Everstand, licensure and accreditation standards.
• Communicate relevant, timely information during a campus emergency via the overhead PA system, email, and walkie talkies.
• Make a great first impression for new employees by partnering with facilities and IT to ensure their workstations are clean and the technology is ready, office supplies are stocked, door name plate is made, etc.

Competencies:

• Accurate Listening
• Appointment Coordination
• Attention to Detail
• Communications
• Conceptual Thinking
• Customer Service
• Dependability
• E-Mail Management
• Flexibility
• Honesty
• Following Directions
• Maintaining Confidentiality
• Frequent Interaction with Others
• Handling Stress
• Organizational Skills
• Organized Workplace
• Personal Accountability
• Problem Solving
• Professional Behavior
• Supporting Multiple Talent
• Taking Initiative
• Task Management
• Teamwork
• Technology
• Telephone Protocol
• Time Management

Supervisory Responsibility:

N/A

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Being at a residential and school living environment, there may be times you experience conditions in which challenging behavior can be exhibited from our youth to include but not limited to, physical agitation, physical violence and/or emotion outburst.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; and taste or smell. The employee must occasionally lift or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Position Type/Expected Hours of Work:

This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5 p.m. This position may require flexible work hours to include occasional evenings, and both on-site and off-site attendance at meetings. Eligible for flex schedule within pay week and telework up to one day per week at supervisor’s discretion. Eligible for liberal leave (using vacation and/or floating holiday without going through the normal approval process) during inclement weather.

Travel

Travel, if needed, is primarily local during the business day, although some out-of-area and overnight travel may be expected by personal vehicle and/or agency vehicle dependent upon supervisor approval. Talent will follow company procedures for work-related travel and expenses.

Required Education and Experience

• High School graduate with minimum of 4 years office experience.

OR

• A Bachelor’s degree and 2 years’ experience in the field.

Additional Eligibility Qualifications

• Must be proactive.
• Excellent computer use knowledge with Microsoft Windows 10 and Office 365 products, including Word, Excel, PowerPoint, Outlook, and Publisher.
• Understanding of cultural and ethnic factors of client populations
• Ability to maintain confidential information
• Ability to communicate in a clear, concise manner both written and orally. Excellent writing skills and experience in producing written correspondence and public facing communications
• Must be able to type 50 wpm.
• Proven effective time management, planning, communication, and interpersonal skills
• Proven ability to manage multiple projects, priorities, meet deadlines, multi-task, and think creatively
• Ability to problem solve.
• Ability to work independently.
• Ability to sit and stand for long periods of time.
• Ability to keep an electronic calendar (Outlook) and task list (Asana.com) a must
• Ability to obtain certification in CPR/First Aid and maintain it per the schedule outlined by HR thereafter.
• Ability to demonstrate the possession of a valid driver’s license prior to employment and ability to maintain the license and operate a motor vehicle thereafter.
• Ability to pass CPS/UII background check both prior to employment and per the schedule outlined by HR thereafter.
• Ability to pass a Tuberculosis Screening both prior to employment and per the schedule outlined by HR thereafter
• Ability to pass a work-readiness physical performed by a certified medical professional both prior to employment and per the schedule outlined by HR thereafter.
• Ability to pass a Federal and State Fingerprinting Background Check both prior to employment and per the schedule outlined by HR thereafter
• Ability to pass a drug screen via urinalysis both prior to employment and randomly thereafter

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.