Office Assistant - PACT

Position Summary:

This position is a support member to the PACT Team and is responsible for organizing, coordinating and monitoring all non-clinical operations of PACT. This includes triaging calls and de-escalating clients on the phone; coordinating communication between the team and clients; assisting clients, their families, and partner agencies to get answers to questions; and maintaining accounting and budget records for client and program expenditures. 

Responsibilities:

• Provide administrative support for the PACT team including:

• Typing 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
• Distribute team mail as appropriate
• Assist with audits, ISQT meetings
• Act as PACT secretary, take minutes at meetings and prepare for team meetings by providing a typed agenda, disseminating minutes from previous meetings, and providing other support to the PACT Program Manager as requested.  
• Answer telephone calls including performing the following:

• Triage and coordinate communication between the team and clients
• Expedite answers to questions for clients, families and other community entities and agencies
• Work with callers to relieve urgent situations and to temporarily manage or de-escalate them until other staff are available
• Decide when and how quickly to refer calls to other staff
• Assess and report clinical behaviors and information that seem out of the ordinary for a particular client.  Document these activities as requested.

• 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
• Operate and coordinate the computer and information management systems for the team
• Maintain basic knowledge of medical records, information systems, and forms to answer staff questions and facilitate problem solving
• Audits files, training to do the DOV
• Assist with gathering and tracking health information and documents and entering in the electronic medical record and other relevant health data systems.
• Provide support to care team by monitoring compliance with requirements, recording admissions & discharges, collecting data and running reports from the EMR, and preparing reports as requested.
• Ensure that notifications of detentions, crisis interventions, emergency department episodes, or other inpatient episodes are distributed and/or are available to clinicians as needed through daily reports
• Maintain petty cash supply for the unit as requested; ensure that it is balanced, receipts are turned in, and copy of ledger is given to accounting and team supervisor in a timely manner. 
• Maintain a stock of supplies for the team from inventory by filling out purchase requisitions and ordering through the purchasing procedures.
• Ensure all program office equipment is in good working condition, requesting maintenance and repair when needed.
• Maintain and review with the team leader the unit budget for operation of the PACT team and assure that all purchases of supplies and equipment remain within that budget.
• Update and maintain a policies and procedures manual to assure that current and accurate information is available to staff.
• Disclose limited client information as necessary to the position as trained by the Records Dept. Supervisor, adhering to HIPAA privacy and security standards and be logged in detail according to agency policy and procedures.  Complete all required training and annual refreshers
• Run insurance reports regularly and ensure client insurance information is accurate and up to date in the electronic medical record to support accurate billing and reimbursement processes.
• Assist PACT staff with scheduling client appointments, ensuring timely and accurate entry into the electronic medical record and team calendars.
• Audit client charts regularly to verify accuracy of demographic and clinical information, ensuring notes are complete, correct, and compliant with documentation standards.
• Perform other duties as assigned

Job Requirements:

The following requirements are those that are normally required for performance of this position.  Any disabled applicant or incumbent who does not meet or more of the physical requirements, but who can perform the essential function of the job (with or without reasonable accommodations) shall be deemed to meet these requirements. 

Physical Requirements:

This position normally requires that physical demands of standing, walking, bending, lifting or performing other work requiring low physical exertion, talking and hearing on a regular basis to perform the job requirements.  While performing the duties of the job, the employee is required to stand, walk, sit, use hands and fingers, talk or listen and lift up to 10 pounds.  This position also requires close vision and peripheral vision.  These physical demands are required up to 80% of the time. 

 Non-Physical Requirements:

Education

• High School Diploma or GED
• Experience or course work in medical/psychiatric terminology preferred

Experience

• 1 years’ experience of general office work

Special Skills

• Type at least 45 WPM with accuracy and good spelling and writing skills.
• Computer literate in Microsoft Office environments, including knowledge of Excel
• Ability to work within interdisciplinary team setting on behalf of complex clients with extensive behavioral care needs
• Experience with electronic medical records (EMR) and data tracking and able to read data reports
• Familiarity with outpatient medical clinic operations and able to establish positive and productive relationships with medical staff throughout the community
• Ability to work under stressful situations, i.e., clients in crisis, numerous telephone calls.
• Ability to communicate effectively, collaborate, prioritize work assignments, and work independently

Licensure, Registration, Certification

• Valid Washington State driver’s license and required minimum liability insurance for WA State
• Must be deemed insurable as determined by Catholic Charities’ liability insurance provider

Employment is conditional upon:

• Being cleared by criminal background check and fingerprinting when required

Wage Range: $20.14 - $23.32 per hour, depending on experience
Work Schedule: Monday - Friday, 8 am to 5 pm 
Benefits:

• 13 paid holidays, 12 days of vacation, 12 days of sick leave per year
• Health insurance including medical & prescription coverage, with optional dental and vision insurance plans. Majority of premiums paid by Catholic Charities
• Retirement 403(b) Plan: employee contributions commence upon employment; Catholic Charities contributes 2% of monthly income and matches up to 4% of employee contributions following 6 months of employment
• Basic Life Insurance paid 100% by Catholic Charities
• Flexible Spending Account eligibility following 6 months of employment
• Education Assistance Program reimbursing up to $5,250 per year for approved continuing education after 6 months of employment
• Additional voluntary insurances including supplemental life, accidental death & dismemberment (AD&D), critical illness, long term disability, accident, and ID theft
• Employee Assistance Program includes 3 counseling sessions per year, legal consultations, financial coaching, and other wellbeing tools
• Annual longevity awards begin at 5 years of employment

It is the practice of Catholic Charities to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, national origin, sex, age, disability, citizenship status, marital status, creed, genetic predisposition or carrier status, sexual orientation, gender expression, or any other characteristic protected by applicable law. Applicants from underrepresented backgrounds are encouraged to apply. We gladly offer reasonable accommodations to individuals with disabilities to support participation in the hiring process and employment.