Administrative Assistant II/Admissions - FT/DAY - #256578

Description

If you are looking for employment with a purpose where you can help improve the daily lives of the members of your community, then consider a career with Pioneer Human Services!

We are currently looking for a Administrative Assistant II/Admissions with a passion for human services. This is an exciting opportunity to be involved with an organization focused on racial justice, second opportunities, diversity, equity and inclusion.

Who We Are

We empower justice-involved individuals to overcome adversity and reach their full potential.

For over 60 years, we have proudly serviced our clients with professionalism and empathy. We are a nationally recognized non-profit with 50+ locations across Washington state that provides a chance for change to over 3,000 people on any given day.

What You'll Do

The goal of the Admin Assistant II/Admission is to fill all residential beds and keep them full, while ensuring accurate level of care placement. The role is responsible for the screening, approval, arrangement, and scheduling for each residential site, paying close attention to the appropriateness of placement and funding/authorization. The Admin Assistant II/Admission works independently and collaboratively with site leadership and other clinical staff, ensuring census is met and quality customer service to potential residents and referents. The role supports clinical staff in PHS programs in finding treatment beds since the admission coordinator has ongoing partnership with referents.

This position does not supervise employees.

Primary Duties And Responsibilities

Admissions/Client Service

• Composes and sends faxes and other communication related to medical records and case coordination as necessary
• Maintains current knowledge of federal/state regulations for Medicaid, Medicare and private insurance/managed care for Utilization Review purposes
• Reviews and tracks all incoming referrals and Outgoing (Detox) referrals.
• Review referrals (External and internal based on ASAM level of care and admission criteria is met, consults with relevant departments and agencies to make appropriate admissions
• Clear understanding of substance use disorders in accordance with the most recently published Diagnostic and Statistical Manual (e.g. DSM-5) and ASAM requirements.
• Maintains complete and accurate documentation of all screening activities for potential resident in appropriate data bases
• Works closely with referent agency to ensure timely access to placement.
• Oversees the scheduling of bed dates for Residential OUD; SUD and CORPS programs as well as Detox and Stabilizations programs
• Reschedule potential admits as necessary
• Ensures initial authorization prior to admissions
• Assist as necessary with potential residents with setting up transportation
• Verify methadone courtesy dosing has been arranged before admission to unit
• Reviews and tracks census projections daily in accordance with Admission and Discharge planning
• Maintains and monitors contact with referring agencies
• Interacts and corresponds with in-house clinical team and staff, community partners, as needed, in support of services.
• Develops and maintains working knowledge of community resources.
• Supports tracking systems for residential treatment data needs.
• Analyzes data from multiple data sources as directed
• Compiles statistical data and other resident information within embedded programs as directed.
• Works closely with Program Leadership on issues related to program utilization and customer satisfaction
• Monitor utilization patterns including daily census, no-shows and AMAs and notifies leadership of potential utilization issues.
• Stay current with practices and changes regarding related practices in the industry
• Monitor, track and analyze required reports.
  
  

Quality Assurance

• Maintains quality of care consistent with or exceeding standards set by State of Washington regulations and any other accrediting and/or contracting bodies with whom Pioneer Human Services does business.
• Adheres to professional and ethical standards for Substance Use Professionals and/or Mental Health professional organizations.
• Provides professionally written documentation and correspondence.
• Assist in training staff in improving our ability to capture all services and revenue to improve our efficiencies
• Completes file reviews as requested and needed.
  
  

Communication and Teamwork

• Participates in program expansion and development projects and customer satisfaction measures.
• Meets with key program and community referral agencies as directed.
• Attends and participates in scheduled departmental staff meetings.
• Attends other meetings as directed
• Promotes and models teamwork and collaboration with co-worker’s.
• Develops and maintains working knowledge of community resources.
• Interacts and builds collaborative relationships with community partners, as needed, in support of residential admissions.
  
  

Training and Development

• Actively Participates in agency supervision
• Obtains other training required by WAC and in accordance with annual training plan.
• Provides training and consultation to residential staff regarding admissions; ASAM Level of Care, census, data, bed placement.
• Participates in required meetings.
• Adheres to professional and ethical standards for behavioral health professionals.
  
  

Perform other duties as assigned

Knowledge, Skills, And Abilities

• Duties require the use of standard office furniture and equipment (e.g., desk, filing cabinet, laptop computer, printer, telephone, cellular phone, fax machine, copy machine, etc.)
• Proficiency in Microsoft Office Suite, including; Excel, Power Point, outlook and Internet navigation.
• Knowledge of electronic records management
• Verified experience and knowledge of confidentiality regulations
• Proficiency in using the most recently published Diagnostic and Statistical Manual (e.g. DSM-5) and ASAM requirements.
• Willingness to work with residents who have both substance use and mental health disorders. Able to show compassion and professionalism with residents throughout work shift, including some contact with those who may be angry, depressed distraught, frustrated and/or under the influence of drugs and/or alcohol, showing signs of psychosis or feeling suicidal.
• Willingness work with individuals who have criminal histories and/or identified criminogenic risk factors
• High level of written/verbal communication, customer services skills, efficiency with independent task management and ability to show attention to detail.
• Maintain a high level of collaboration and communication with providers in the community.
• Ability to de-escalate situations
• Communication Skills
• Organizational Skills
  
  

Qualifications For The Position

(Any Equivalent Combination of Knowledge, Skills, Abilities, Education, and Experience)

Required

• High School Diploma or equivalent
• 2 years of acceptable experience working in administrative operations
• 2 years of experience working with marginalized populations (Substance Abuse)
• Experience working within the behavioral health treatment system
• Understanding and knowledge of ASAM criteria
  
  

Preferred

• AA. degree or higher
• Dually Credentialed or Credentialed with the Department of Health as a Substance Use Disorder Professional (SUDP) in the State of Washington in accordance with WAC 246-811
• Experience with Residential Treatment
• Someone with excellent excel or data based capabilities
  
  

EEO

Pioneer Human Services is an Equal Opportunity Employer of minorities, women, individuals with disabilities, protected veterans and does not discriminate under federal, state, or local laws. All qualified applicants and employees will receive consideration and opportunities for employment without regard to race, color, religion, national origin, sex, gender identity or expression, sexual orientation, age, genetics, physical or mental disability, protected veteran status, or any other characteristic protected by federal, state, or local laws.

Pioneer Human Services is a Drug-Free Company

Pioneer Human Services is a drug free company. This position has been deemed safety sensitive under RCW 49.44.240(3) and is subject to both pre-employment drug testing and drug testing during employment, to include testing for marijuana