Admin Support

Overview

POSITION TITLE:

Admin Support

JOB CLASSIFICATION:
Regular, Full-Time, Non-Exempt, Union, Benefitted

REPORTING RELATIONSHIP:
Administrative Program Manager

SUMMARY:

Since its founding as a teen drop-in center in 1972, Community Solutions (CS) has grown in both depth and breadth of services in response to the growing and changing needs in the community. As one of the most comprehensive nonprofit human services agencies in Santa Clara County and the surrounding areas, CS provides prevention, intervention, treatment, and residential services to more than 6,400 clients annually, helping them overcome the challenges posed by mental health issues, substance abuse, trauma, severe family dysfunction, sexual and domestic violence, and human trafficking.

As the Admin Support III, you will be supporting the Med Support Department.

• Education and Experience:
  
  A.A. Degree or equivalent and three years of related office experience required. Medical office or clinic experience required. A minimum of two (2) years’ experience as an Admin II classification with Community Solutions required. Bilingual in Spanish and English required. The individual will preferably be bicultural.
• Knowledge:
  General office procedures required. Working knowledge of mental health services and programs related to the treatment and rehabilitation for people with mental illness and/substance abuse is required. Working knowledge of electronic Medical Records system required.
• Special Requirements:
  Must be able to receive a criminal record clearance as required by specific programs, funding requirements and licensing regulations. Requires an automobile to perform routine job duties and requires the willingness and ability to transport clients in your own vehicle.
• License: A valid CA driver’s license or ability to obtain CDL, current car insurance and a good driving record as documented by a DMV report and consistent with the Agency’s liability insurance requirements is required.

• Takes a lead role for the admin team to design, maintain and distribute reports. Reports can be generated from a variety of systems which include but are not limited to Crystal and EXCEL.
• Takes a lead role to track and report client no-show and same-day cancellation appointments. Identifies repeated missed appointments and coordinates with Program staff that support clients and arrange for transportation to the scheduled doctor appointment.
• Takes a lead role at the AVATAR Super-user for the admin team. Some of the duties include; learns new system functionality prior to implementation, troubleshoot issues with the EMR team, trains the doctors and other admin staff and provides ongoing feedback to the admin team.
• Trains and assists newly hired and existing staff on systems, as assigned. Performs duties of other Admin support staff in their absence or as assigned; assists other Admin staff or program staff when requested.
• Using AVATAR system or client’s chart validates client medical records to verify a current medical assessment, consent forms, and/or other documents are on file prior to the doctor appointment.
• Using AVATAR system or client’s chart, reviews client medical records when client is new to the Agency or transfers between programs. Takes appropriate action to ensure the updated records are available prior to the scheduled doctor appointment.
• Prior to the client’s medical appointment, locates recently completed lab work which may require a call to the lab facility. Partners with the Medical Administrator to locate lab reports by contacting the lab facility to determine if the client completed the lab work.
• Provides support and back-up to the Medical Administrator, as needed.
• In partnership with Quality Assurance, pulls files for a records request onsite and off-site and hands off to QA to complete the request within the specified timeline. Supports the annual shed dates to pull files ready for destruction.
• In the absence of the Admin Manager, may temporarily assign daily work assignments for the Admin Support team.
• Submits IT and Facilities requests using an online process to schedule maintenance and repairs for Operations Admin team.…