Administrative Assistant - Ncsh Residential

HealthRIGHT 360 gives hope, builds health, and changes lives for people in need by providing comprehensive, integrated, compassionate care that includes primary medical care, mental health services, and substance use disorder treatment.

Health RIGHT 360 offers residential treatment services designed to serve individuals and families with substance use disorders and co-occurring mental health disorders. Our program helps clients address addiction and related issues , increase skills, manage stressors, connect to supportive service, and build a foundation for lasting recovery. Residential programs run 24/7 and Individual and group therapy, family therapy, individualized case management, treatment planning, drug and alcohol counseling, Medication support services, and crisis intervention.

Benefits And Perks

• Work with mission driven, compassionate colleagues and make a difference every day in the work that you do.
• Employees qualify for public loan forgiveness programs
• Training and professional development opportunities
• HR360 offers a robust benefits package, including PTO, 15 paid holidays, commuter benefits, retirement plans, and more!

Job OverviewNorth County Serenity House, A Program of HealthRIGHT 360 was founded in 1966 to provide substance use disorder services in the community. North County Serenity House provides a gender-responsive and trauma-informed environment, using evidence-based and best practices that recognize and account for the role that trauma frequently plays in substance use and criminal histories of women. For clients with co-occurring mental illness, we provide integrated substance use and mental health services which treat both conditions as primary. Our residential facility serves up to 120 women (with capacity for up to 20 children under 5 years of age) seeking recovery from substance use disorders.

Responsible for providing excellent customer service to clients, visitors, staff, etc. This position also provides administrative and clerical support for North County Serenity House. Responsible for daily reception functions of a front office to a busy behavioral health outpatient facility. This position may also assist with projects across programs and would be cross-trained to assist with data entry duties.

Key Responsibilities

Administrative Responsibilities: Answers phone calls and directs to appropriate staff. Coordinate intake appointments. Meet and greet clients and visitors. Receive and distribute documents to staff boxes, receive all outgoing mail for pick up, and receive deliveries and process returns. Maintain cleanliness of office and shared staff spaces. Provide assistance as necessary to the medical staff. Provides clerical support to clinical staff and management. Maintains inventory of required office supplies and purchased office materials as needed. Assists with filing, faxing, photocopying as requested. Creates and provides client data reports to supervisors or as requested by an outside agency or the county. Provides coverage for the Intake Coordinator as needed, which includes welcoming, screening and admitting participants to the program. Attends and participates in meetings and trainings as assigned. Participates and attends weekly supervision. Performs and maintains working relationship with internal and external programs. Generate reports and respond to inquiries regarding entered data as requested. Accurately prepares monthly, quarterly, annual and ad hoc reports for management team as requested. Works collaboratively with all disciplines of staff across programs. Arranges work schedule in accordance with agency needs that may include working evenings, weekends, and Holidays.

Database Management Responsibilities: Assists Data Entry Staff as needed in preparing source documents to resolve questions, inconsistencies, or missing data. Reviews and assists staff with making necessary corrections to information entered. Compiles, sorts, and verifies accuracy of data to be entered. Enters billing into County systems and maintains internal tracking system for all county submissions. Ensures correct pay sources are created, set-up and changes are completed, reviewed and submitted in EHRS and county systems. Follows-up on all pending claims and corrects and inputs denied claims on a regular basis. Monitors the consistency of client information between systems to ensure reimbursement of claims. Communicates effectively with clinical staff and management team regarding corrections needed in client chart. Responsible for monthly reconciliations. Checks Medi-Cal eligibility for new clients and on a monthly basis for all clients. Maintains confidential information. Performs all duties and projects as assigned, by or before the specific due dates.

Quality Improvement Responsibilities: Responsible for complying with policies and procedures to manage fiscal risk and ensure highest quality of care.

Record Management Responsibilities: Assist in establishing and maintaining effective and efficient records management systems. Maintains procedures associated with maintaining client privacy rights including, but not limited to the release of client information, HIPAA, subpoenas, and requests for records. Active participation and facilitation in program audits and reviews. In addition, other duties as assigned.

Education and Knowledge, Skills and Abilities Education and Experience Required:

• High School Diploma or equivalent.
• Strong computer skills, including Outlook, Excel, Word and PowerPoint.
• Type 45 wpm.
• Two years previous administrative experience.
• Drug and Alcohol registration recognized by Department of Health Care Services DHCS.
• Previous work experience working with spreadsheets.

Knowledge Required

• Skilled in being very detail and results oriented.
• Ability to independently and in collaboration with others problem-solve.
• Able to handle multi-lined telephone system and intercom.
• Culturally competent and able to work with a diverse population.

Skills And Abilities Required

• Able to communicate well at all levels of the organization including working with organization leadership and high-level representatives of partner organizations.
• Ability to enter data into various electronic systems while maintaining the integrity and accuracy of the data.
• Professionalism, punctuality, flexibility and reliability are imperative.
• Ability and willingness to learn new systems, topics, and methods.
• Openness to and comfort with change; and the ability to facilitate change in others.
• Strong initiative and enthusiasm and willingness to pitch in whenever needed.
• Ability to work cooperatively and effectively as part of interdisciplinary team and independently assume responsibility.
• Self-motivated, dependable, creative and proactive approach to work; understands the importance of working independently and within a team environment.
• Knowledge and re spect of all confidentiality issues.
• Excellent verbal, written, and interpersonal skills.
• High degree of self-awareness and self-regulation.
• Dependable automobile and insurance, registration and valid California Driver's License.
• Outstanding ability to follow-through with tasks and meet established deadlines.
• Able to work within a frequently changing project scope while maintaining overall direction and structured priorities.
• Integrity to handle sensitive information in a confidential manner.
• Acts with a sense of urgency to ensure the highest quality of care possible for our clients.
• Excellent customer service skills Proven organizational and time management skills.

We will consider for employment qualified applicants with arrest and conviction records.

In compliance with the California Department of Public Health's mandate, all employees must be able to provide proof of COVID-19 vaccination. Medical and religious exemptions are available.