AOT Psychiatric Clinic Assistant

About the role

The Assisted Outpatient Treatment Psychiatric Clinic Assistant (AOT PCA) works under the leadership of the Clinic Support Supervisor and within federal, state, and local guidelines. This is a Substance Abuse and Mental Health Services Administration (SAMHSA) grant funded position ending in September of 2028. Continued employment in this role is contingent upon the availability of additional funding.

Responsibilities

• Ensures that clients are seen in the psychiatric clinic for scheduled and standby appointments in a timely manner by working closely with the Physicians, Nurse Practitioners, Nurses, Case Managers, and Front Desk Staff.
• Answers phone or instant message notifications from front desk staff communicating client's arrival.
• Maintains provider's schedule highlighting clients who have arrived, didn't show, who canceled, or are late.
• Communicates with provider regarding client status, such as when they are checked in, if they are with a case manager, etc.
• Follows up on requests from provider to locate client information, such as hospital discharge paperwork or medication lists.
• Contacts case managers, nurses, or other staff for assistance or information as directed by the provider.
• Follows clinic procedures for contacting clients who missed their provider appointments.
• Prepares provider schedules and clients' documents for the physicians or nurse practitioners on a daily basis.
• Ensures the documentation is completed accurately according to the Center's policies and procedures.
• Prepares the provider's schedule by notating clients' preferred names and pronouns, dates of birth, any Prescription Assistance Program (PAP) meds that may be at the clinic, center paperwork that may be expiring soon or expired (such as Texas Resilience & Recovery and Charity Care Assessment), any clinic paperwork that needs to be updated (such as medication consents, standing lab orders, etc) and any other relevant information.
• Educates clients on clinic guidelines, including but not limited to contacting the nurse line, lab work, ordering refills, and the crisis line.
• Checks each client in and out of the Psychiatric Clinic following clinic procedures.
• Checks vital signs as delegated by a doctor or nurse, per protocol and documents promptly in clients' records.
• Promptly reports any vital signs to the Nurse in Charge (NIC) that are out of normal range.
• Completes PHQ-9 or other questionnaires and enters in clients' records promptly.
• Ensures client paperwork is filled out completely by the client, such as Med Profile Updates, and assists with completion if needed.
• Communicate with provider regarding client status, such as if check in is delayed due to client needing assistance with paperwork.
• Covers clients from telepsych rooms to lobby when notified by provider after completing telepsych appointments.
• Obtains client signatures on medication consents, Authorization of Disclosure forms (consents), and other forms as needed as directed by the provider.
• Enters lab orders into the lab web portal as directed by the provider and prints to the front desk printer to be given to client.
• Cleans check in/telepsych rooms and shuts down telepsych computers at the end of the day as assigned.
• Processes labs and other documents from assigned providers' folders in a timely manner.
• Mails abnormal lab letters and lab results to clients as directed, and documents in clients' records.
• Sends completed/signed documents to medical records to be filed on a daily basis and removes from the providers folders according to clinic procedures.
• Processes prior authorization requests for prescription coverage as assigned in a timely manner.
• Initiates prior authorization request for medication phone, fax, or online within one business day when assigned.
• Reports coverage determination results to pharmacy and client in timely manner.
• Documents prior authorization request outcomes in chart.
• Processes appeals requests within two business days.
• Contacts supervisors and/or providers for assistance and clarification when needed.
• Completes audits and reports as assigned, which may include but not limited to: PCA chart audits Clozaril audit No show letter audit.
• Performs additional duties as deemed necessary by supervisor within designated timeframes.

Qualifications

• High school diploma or equivalent required.
• Six (6) months prior experience in a clinical setting and Mental Health experience preferred.
• Must have and maintain a background and criminal history free from any disqualifying offenses as outlined by the Texas Administrative Code (TAC) and the Health and Human Services Commission (HHSC).
• Must possess and maintain a valid driver's license and automobile insurance.
• Individuals with an out-of-state driver's license must be able to obtain a driver's license in the state of Texas within thirty (30) days.
• Successful completion of all position-specific training within thirty (30) days of employment is required.

Skills

• Knowledge of patient care techniques and of treatment, therapy, and developmental programs.
• Skill in the use of computers and applicable computer software.
• Ability to provide patient care, administer first aid or cardiopulmonary resuscitation (CPR), to conduct Prevention and Management of Aggressive Behavior (PMAB), and to communicate effectively.
• Ability to work at the Denton Outpatient Clinic and Flower Mound Outpatient Clinic.
• Ability to display regular and reliable attendance.
• Understanding and practice of Trauma Informed Care principles.

Benefits

Continued employment in this role is contingent upon the availability of additional funding. If further funding is not secured, the position will end on September 29, 2028.

Pay

Salary range: $15.00 - $17.00 per hour.

Schedule

Full-time, Monday through Friday, 8:00 AM - 4:30 PM.