ACTT Program Assistant

Description

Summary

The Program Assistant will provide support to the ACTT program staff by responding to inquiries, processing referrals, preparing reports, managing technical support for telehealth services, organizing and maintaining files, tracking clinical documentation compliance, coordinating the submission of initial and concurrent authorizations, and providing responding to general administrative support needs of the team. 

Principal Duties and Responsibilities

Specific duties and responsibilities:

Customer Support

• Manage technical support for tele-psychiatric and teletherapy services, including CHA iPhone set up.
• Assist in collecting referral information from clients, other programs, and community stakeholders.
• Respond to program inquiries from general public or stakeholders.

Program Support

• Provide administrative support to ACTT program staff.
• Receive and track calls and emails for referrals, communicate referrals to the program manager, collect required information and documentation from consumers/referral sources needed for the initial screening for admission process.
• Verify insurance coverage for potential and current clients.
• Participate in referral staffing. 
• Compile new client intake files for admission and submit all initial paperwork for authorization of services through UM department. 
• Accurately enter new client information into electronic health system
• Coordinate with program staff to ensure initial and concurrent service authorizations are submitted and received in a timely manner in conjunction with the UM department.
• Track initial/concurrent service authorizations, denials, authorization gaps, and appeals status.
• Maintain referral and caseload tracking systems.
• Assist with maintenance of saving treatment documentation to Laserfiche and N drive.
• Track assessments (including but not limited to Wellness TOP, NCTOP, satisfaction survey, AHCN, and Mood Alerts) and remind clinicians to administer assessments.
• Attend and complete all required trainings, and team meetings as needed.

Administrative Support

• Provide support by answering incoming calls and greeting clients as needed.
• Assist with collecting and monitoring program outcomes for funding agencies and internal Quality Improvement purposes.
• Coordinate ordering, tracking, and distributing office supplies.
• Assist with agency marketing by preparing materials for presentations, etc.
• Other duties as assigned by supervisor.

Supervision responsibilities: None

All employees have the following expectations:

• Mission: Contribute to and enhance company mission
• Organization: Prioritize and plan work responsibilities appropriately
• Professional Development: Attend and/or successfully complete all required trainings and meetings
• Timeliness and Accuracy: Perform quality work within given deadlines and expectations with or without direct supervision.
• Professionalism: Comply with all applicable policies, practices, and procedures; report all out-of-compliance and unsafe activities to supervisor; interact professionally with other employees, volunteers, families, children, and the community
• Teamwork: Serve effectively as a team contributor on all assignments
• Communication: Utilize effective communication skills both verbally and in writing; provide effective feedback and is receptive to feedback
• Leadership: Work independently while understanding the necessity for communicating and coordinating work efforts with other appropriate individuals
• Cultural Competence: Is sensitive to the cultural, ethnic and religious views of the children and families served, and in community and public contact.

Children’s Hope Alliance is an Equal Opportunity Employer

Requirements

Education and Experience Requirements

• GED or high school diploma
• A minimum of 1-year administrative support experience in a behavioral health facility, medical office, or related position; BA is preferred. 
• Experience with Electronics Healthcare Record systems
• Requires the knowledge and ability to utilize computer programs such as email, MS Office, Word, Outlook, Publisher, Excel, etc.
• Knowledge of and professional experience with Medicaid rules and requirements, HIPAA, and other applicable licensing and accreditation requirements
• Must be culturally sensitive to children and families and support cultural diversity throughout the program.
• Requires effective communication, decision making, effective interpersonal skills, and professionalism.
• Must have a valid North Carolina's Driver's license and able to travel throughout our service area.
• Must submit to and pass pre-employment drug screening, criminal, HCPR and driving checks.
• Must submit proof of personal vehicle insurance and registration if utilizing personal car 

Physical Requirements

• 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to sit, use hands and fingers, handle or feel objects, tools, or controls, talk, and hear. The employee is frequently required to reach with hands or arms, stand, walk, climb or balance, stoop, kneel, crouch, or crawl. 
• The employee must occasionally lift and/or move up to 30 pounds.  
• Specifics vision abilities required by this position include close, distance, color, and peripheral vision, depth perception, and the ability to adjust focus.
• Physical functions which are considered essential to the satisfactory performance of the job include the following: reading, typing, writing, speaking, and using the telephone and prolonged sitting at a desk and working on a computer.  
• Employee must be able to operate a vehicle for job duties, and keep a valid NC drivers license with insurance.
• The work environment will contain slight to moderate office-related noises. The employee is not exposed to extreme weather conditions, toxic fumes, or airborne particles. 
• The employee must occasionally travel to different locations in the course of work.
• Physical functions which are considered essential to the satisfactory performance of the job include the following: public speaking, reading, typing, writing, using the telephone, driving, therapeutically restraining children and adolescents in crisis situations.

 Compensation

• We’ve adopted a tiered compensation structure for new hires. Starting salaries are determined based on a candidate’s relevant experience and educational background. This approach ensures fair, competitive, and transparent offers while maintaining internal equity and alignment with budgetary guidelines. 

Children’s Hope Alliance is committed to fostering, maintaining, and promoting equal employment opportunities. We recruit, hire, train, and promote employees without discrimination of race, religion, color, marital status, veteran status, physical or mental disability, national origin, sex, or age.