Kitsap Mental Health Services Careers

Description

Assertive Community Treatment Assistant

Hiring Range: $18.13 - $21.75 

Additional $2.00 per hour PACT Team Differential! 

General Summary of Duties:  The ACT Assistant is a support member to the PACT and FACT team and is responsible for organizing, coordinating and monitoring all non-clinical operations of PACT and FACT; providing receptionist activities including triaging calls and deescalating clients on the phone, coordinating communication between the team and clients, and assisting clients, their families and agencies to get answers to questions. 

Supervisory Responsibilities: None

Major Responsibilities/Tasks:

• Provide secretarial support for the PACT Team, including completing forms, letters, correspondence and memos, managing and maintaining files, copying and routing or posting information appropriately.  Ensure materials are prepared and available as necessary for groups, and other client interventions. Ensure appropriate documents are scanned or properly routed to Records Department for scanning into Electronic Medical Record (EMR).
• Answer telephone calls including performing the following:  (1) triage and coordinate communication between the team and clients; (2) expedite answers to questions for clients, families, and other community entities and agencies; (3) work with callers to relieve urgent situations and to temporarily manage or deescalate them until other staff are available; (4) decide when and how quickly to refer calls to other staff; (5) assess and report clinical behaviors and information that seem out of the ordinary for that particular client.  Document these activities as requested.
• Establish effective linkages with on-site PCP as well as with community medical clinics/providers and hospital staff regarding client care, follow up, transitional care and coordination needs of Team clients.  Assist the Team with timely communication with primary and specialty medical care providers, acute care hospitals, and emergency departments.  Prepare letters to request medical records and client authorizations and maintain log of requests and records received.
• Prepare and distribute monthly staff work schedule and afterhours schedule in a timely manner.  Monitor Team staff schedules and meetings and serve as liaison with other support services staff.  Set-up and maintain Medical Provider Profiler (EMR) schedule.  Scheduling includes monitoring holidays, staff vacations, appointment timeslots, trainings, client and staff groups, activities, and meetings. 
• Assist with gathering and tracking health information and enter health data in the electronic medical record and other relevant health data systems.  Provide support to care Team by monitoring compliance with requirements and running related reports as requested.  Collect necessary data and prepare reports.  Record admissions and discharges to provide a source of information for statistical reports.
• Track and run appropriate daily/weekly/monthly reports and distribute to clinicians/supervisor as requested, or make available to staff as needed.  Ensure that notifications of detentions, jail roster, crisis interventions, emergency department episodes, or other inpatient episodes are distributed and/or available to clinicians as needed through daily reports.
• Assist with the tracking of receipts and monthly reporting for PACT and FACT credit cards. Monitor, track and issue Gift cards for PACT and FACT.
• Attends daily Team meetings by taking minutes, and updates any log, daily staff schedule, or other paperwork related to the program.
• Monitor and disburse information to Kitsap Transit regarding the Kitsap Transit Van.
• Take part in the PACT/FACT Programs Assistants Monthly Meeting.
• Assists onboarding new staff to include Appointment book and any other items requested by Team leads.
• In coordination with the Special Programs Manager and Outpatient Admin. Manger schedule one quarterly Team Building Event to be held at Bentley.
• Maintain a stock of supplies for the Team from inventory by filling out purchase requisitions and ordering through the purchasing agent.  Ensure all unit office equipment is in good working condition, requesting maintenance and repair when needed.
• Disclose limited client information as necessary to the position as trained by the Records Dept. Supervisor. Disclosures must adhere to HIPAA privacy and security standards and be logged in detail according to agency policy and procedures. Complete all required training and annual refreshers.
• In addition to the above, any other responsibilities appropriate to the position and not specifically listed in the job description.

Minimum Qualifications:

EDUCATION: High School Diploma or GED

EXPERIENCE: Entry level (minimum 1 year of job-related experience)

Preferred Qualifications:

EXPERIENCE: Experienced (minimum 2 years of job-related experience)

Course work in medical/psychiatric terminology.

Experience using an Electronic Medical Record (EMR).

Performance Requirements:

KNOWLEDGE:

1. Maintain basic knowledge of medical records, IS, and HR procedures and forms to answer staff questions and facilitate problem-solving.

SKILLS:

1. Skill in establishing and maintaining effective working relationships with other employees, clients, organizations, and the public.
2. Strong communication skills are required. 
3. Strong organizational skills are required to prioritize a variety of work assignments. 
4. Communication ‑ Communicates clearly and concisely.
5. Computer skills - Proficient in Word, Excel, and PowerPoint, and other Microsoft Office environments. 

ABILITIES:

1. Demonstrated ability to work in stressful situations (i.e., clients in crisis, numerous telephone calls).
2. Demonstrated ability to work independently and as a team member. 
3. The ability to operate a personal computer, fax machine, printer, and copier proficiently.

Equipment Operated: Standard office equipment including computers, fax machines, copiers, printers, telephones, etc.

Work Environment: Frequent mobility and/or sitting required for extended periods.

Mental/Physical Requirements: While performing the job duties, the employee must walk, sit, use hands and fingers, reach with arms, talk, or listen.  Peripheral vision is also required for this position.

AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER

 Our recruitment processes are designed to prevent discrimination against our people regardless of gender identity or orientation, religion, ethnicity, age, neurodiversity, disability status, citizenship, or any aspect which makes someone unique.