Program Support Specialist
: Job Details :

Northern Pines Mental Health Center is proud to offer competitive wages and an exceptional benefits package!

Northern Pines Mental Health Center is seeking a Program Support Specialist to join our Adult Assertive Community Treatment (ACT) Team. This is a full-time position based primarily in Brainerd, MN. This role will be available to facilitate daily operations in a supportive manner for the team, clients, natural supports, and other ancillary service providers (e.g., landlords, social security).

Essential Functions include:

• Providing direct support to staff, including monitoring & coordinating daily team schedules and supporting staff both in the office and field
• Serving as a liaison between clients and staff, such as attending to the needs of office walk-ins and calls from clients/natural supports
• Actively participating in the daily team meetings
• Organize, coordinate and monitor all non-clinical operations of the ACT Team under the direction of the Team Leader
• Complete receptionist activities including triaging calls, coordinating communication between the team and clients, deescalating situations with clients who have increases of symptomatology, and assisting clients, their families and agencies to get answers to questions
• Maintain accounting and budget records for client and program expenditures; will closely communicate with the business office regarding all billing and other financial activities
• Prepare monthly staff work schedules; collaborate with the ACT Team Lead for unexpected scheduling needs to ensure client coverage
• Maintain weekly report of client encounter activities for each staff
• Attend daily team meetings to assist in keeping an electronic chart of staff interaction with clients and assist with immediate scheduling needs
• Assist in preparation for the ACT state audit entitled TMACT when it occurs
• Order and maintain unit supplies, equipment, and furniture; arrange for repair of office furniture and equipment; record mileage logged on program vehicles; and arrange for maintenance of program vehicles
• Assist nurses in ordering medication for clients from pharmacies according to state purchasing regulations.
• Assist with gaining admissions paperwork such as information to consent for treatment and releases of information and discharge paperwork to provide a source of information for data reports
• Maintain ACT client charts according to the Standards of the MN Department of Human Services and other certifying bodies, including the following: set up charts for newly admitted clients; file materials in client charts and files to assure current, accurate information is available; and monitor ACT clinical charts in coordination with the team leader, to assure that they are being maintained in accordance with unit policies and procedures.
• Develop tracking procedures and implement procedures to insure staff are meeting due dates of key paper work such as Diagnostic Assessment, Treatment Plans, Functional Assessment, Locus scores, entering data in the state MHIS portal. Tracking systems can include email, calendar, and electronic health record software programs. Will consult with Team Leader to change staff assignments to ensure key paperwork is complete on time.
• Inform and consult with ACT staff for the proper maintenance of ACT clinical charts and conduct in-service training for ACT staff regarding clinical charting requirements. Mental Health Professionals will provide oversight on content of clinical documents.
• Request medical records and client authorizations and maintain log of requests and records received.
• Design and maintain forms to obtain and maintain insurance information regarding all ACT clients
• Collect necessary data and prepare reports
• Sort, route, and prioritize incoming mail with distribution to appropriate staff
• Greet people at ACT office
• Answer telephone calls including performing the following: triage and coordinate communication between the team and clients; (2) get answers to questions for clients, families, community resources, and agencies; (3) work with callers to relieve urgent situations or to temporarily manage them until other staff are available; (4) attend to symptomatic behavior (shouting and pacing) of clients who come into the ACT office for appointments with staff or of those who come in without a clear purpose (persons without something to do or who come in because of distress); and (5) decide when and how quickly to refer calls to other staff.
• Assess and report any observed behaviors and information (such as poor self-care, medical problems, and increased overt symptoms such as agitation) that are out of the ordinary for that client
• Manage and operate a system to disperse money to clients according to individual client budgets in accordance with clients treatment plan and case managers
• Manage and maintain an account with a local bank for deposits and withdrawals of client budgets.
• Communicate regularly with financial guardians and protective payees of clients to coordinate individual patient budgets between the ACT program and guardians or payees.
• Manage and operate the system to document all cash transactions with receipts signed by clients upon receiving cash
• Manage and operate the system to receive money from guardians or payees, maintaining a record of receipt and the current balance for each client
• Communicate with landlords regarding client rental agreements and payment of rent
• Operate and coordinate the computer and management information systems for the program

Qualifications include:

• High School Diploma or approved equivalent combination of education and experience
• At least one year of experience working in the Mental/ Behavioral Health field
• This position will work as a part of an interdisciplinary teamstrong collaborative and teamwork skills are essential
• Valid drivers license

Benefits include:

• Health, Dental, Disability and Life insurance with options for spouse and/ or dependents
• Health Savings Account with employer contribution
• 401K with employer match
• Generous paid time off - full-time employees earn 19 days their first year!
• Nine additional holidays per year
• Supportive of time off for a healthy work/life balance
• Bereavement Pay
• Travel reimbursement

Northern Pines Mental Health Center is an Affirmative Action/ Equal Opportunity Employer. Please submit a resume and cover letter if interested in applying.

Keywords: Mental Health, Program Support Specialist, Program Support, Support Specialist, Administrative, Administrative Assistant, Administrative Support, Reception, Client Access Specialist, Patient Access Specialist, Patient Access Representative