- 17-Feb-2017 to 24-Feb-2017 (PST)
- Nisqually Reservation, WA, USA
- Full Time
NATURE OF WORK: The Behavioral Health Program Administrative Secretary is responsible for performing a variety of administrative and secretarial support duties for the Chemical Dependency and Mental Health programs at the Nisqually Tribal Health Clinic and for maintaining confidential patient records to ensure compliance with Washington State Certification requirements.
DUTIES AND RESPONSIBILITIES:
- Screens phone calls as well as visitors coming on site; provides information requiring comprehensive knowledge of the Chemical Dependency and Mental Health programs and may interpret department policy, procedures and operations.
- Documents and completes legible phone messages and relays to the appropriate staff promptly.
- Opens and reviews all incoming mail to determine appropriate disposition; answers inquiries and drafts correspondence on own initiative on general and technical matters in accordance with established guidelines and forwards other items to supervisor or appropriate staff in a prompt manner.
- Greets clients, vendors, visitors respectfully and will efficiently assist clients in signing in for their appointments or group sessions either electronically or manually.
- Verifies client eligibility and demographic information according to policies and procedures of the Nisqually Tribal Health Clinic and its programs.
- Maintains calendar for supervisor or delegate, regularly prioritizing and arranging meetings, conferences, and appointments under general instructions from supervisor; arranges necessary travel reservations and itineraries; anticipates and prepares background materials as needed.
- Acts as primary contact for Behavioral Health programs with outside agencies or other departments; responds to technical administrative questions and ensures necessary follow up.
- Handles personnel or other administrative forms for office department and forwards for processing; initiates supply or work order requests submitting to supervisor for approval.
- Checks, reviews or prepares records, budget reports, interoffice forms, timesheets or other documents pertinent to assigned functions within the Behavioral Health programs; personally investigates complicated problems or errors.
- Maintains appointment system and schedules client appointments for providers with an electronic programs system or manually as needed.
- Preserves patient confidentiality with health records and communication with patients in accordance with the Privacy Act, IHS standards, Health Insurance Portability and Accountability Act (HIPAA) and Nisqually Tribe confidentiality policies.
- Maintains professional standards and follows the treatment policies and procedures of the Federal, State and Local regulations for compliance of the program compliance.
- Accesses substance abuse database of client records to verify, enter and transfer
Information from State (Target) forms in a timely manner with 100% accuracy.
- Enters counselor activities in Target system and RPMS as directed or assigned.
- Tracks and identify chart and Target deficiencies and reports to appropriate staff.
- Assembles, files, and retrieves client charts in approved format on a daily basis.
- Drives motor vehicle to purchase food and other supplies for monthly community dinners and other events.
- Maintains digital certification as authenticated and issued by the State for requirement of accessing Target data program software System.
- Keeps current on Target updates through workshops, newsletters and other resources.
- Creates daily, weekly, monthly and quarterly reports as assigned.
- Plans and prioritizes work load to meet set deadlines as directed.
- May coordinate activities with other clerical staff within health services.
- Assists health program staff with special projects as directed.
- Assists supervisor with program budgetary responsibilities, monitors expenditures and reports to supervisor and make recommendations for purchases.
- Perform other duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES:
- Knowledge of standard office practices and procedures.
- Knowledge and proficiency in writing business correspondence including detail, grammar, spelling, capitalization and punctuation.
- Knowledge of clerical/administrative procedures and requirements peculiar to the organization of assignments.
- Knowledge and skill working with common computer software such as Microsoft Office Suite.
- Knowledge of office equipment including computer, embosser, printer, fax, scanner, and telephone systems.
- Knowledge of and the ability to effectively utilize the Washington TARGET reporting forms and data entry procedures.
- Knowledge of and the ability to effectively utilize the Resource and Patient Management Systems (RPMS) and data entry procedures.
- Knowledge of and ability to be sensitive to Native American customs, traditions and culture.
- Ability to effectively communicate orally and in writing and electronically.
- Knowledge of and ability to comply with NTHC, CMS Compliance and HIPAA policies and standards.
- Knowledge of standard keyboard computer and standard office equipment.
- Skill in interpersonal interaction, both in person and on the phone.
- Ability to perform repetitious keyboarding for extended periods.
- Ability to enter data rapidly and with 100% accuracy.
- Ability to work with minimal supervision.
- Ability to maintain strict confidentiality.
- Ability to demonstrate English and grammar skills.
- Ability to demonstrate strong organizational and problem solving skills.
- High School Diploma or GED equivalent.
- 2 years of clerical experience in the health care field or a related area.
- Must successfully pass a criminal history background check.
- Must not have a history or evidence of alcohol or drug misuse for a period of two (2) years immediately prior to the start date of employment.
- Current CPR Certification and TB test annually.
- Must possess a valid driver's license and be insurable under the Tribe's insurance policy.
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