Clerk IV

About the role

Provide clerical support to the Director of Clinical Social Work, Psychiatric Admissions and Clinical Social Work staff. The selected candidate must be flexible, dependable, and interact well with professional staff, clerical support staff and patients.

Schedule

Full time, 37.5 hours per week, 8:00 am–4:00 pm. Days off are Saturday and Sunday.

Responsibilities

• Maintain database for Clinical Social Workers, tracking adult psychiatric patients via Periodic Reviews using Microsoft Access.
• Distribute Periodic Review mailings to patients’ family members, friends, Guardians, and Case Managers.
• Enter Discharge Ready Information into the Mental Health Information System (MHIS) and generate reports as needed.
• Answer phone calls, take messages and forward messages to appropriate staff.
• Coordinate department programs and activities (trainings, seminars, teleconferences).
• Track meetings and appointments for Director of Clinical Social Work & Admissions.
• Schedule and arrange meetings, appointments, conferences.
• Create and maintain spreadsheets to track client information such as guardianship lists.
• Type and/or transcribe correspondence, memoranda, reports, minutes of meetings, lists, and prepare standard forms using Microsoft Word.
• Meet with Director of Clinical Social Work & Admissions daily to review mail, projects, and priorities.
• Coordinate coverage throughout the Clinical Social Work & Financial Departments to ensure proper coverage for each unit.
• Maintain the organization and upkeep of detailed filing system and archive file room.
• Assist with transfers to Tewksbury Hospital by acquiring necessary information from adult psychiatric patients to complete appropriate admission paperwork.
• Provide clerical assistance to QI Coordinator for mailing Family Support Group letters.
• Act as backup for documentation/dissemination of Critical Incident Reports for adult psychiatric patients.
• Work as backup for Admissions Coordinator, completing paperwork, databases and delivering documents through the facility; cover all duties for the Admissions Coordinator.
• Perform other duties as required by Director of Clinical Social Work & Admissions.
• Comply with all applicable state and federal laws including HIPAA regarding patient privacy and confidentiality.

Required Qualifications

• Ability to work in a fast-paced environment and prioritize duties independently.
• Ability to communicate effectively and take direction well.
• Capable of working a full complement of interrelated professional office staff.
• Maintain a high degree of confidentiality.
• Aptitude for preparing complex Social Work and Psychiatric reports.
• At least three years of full-time, or equivalent part-time, experience in office work; or an equivalent combination of experience and education as outlined below.

Education Substitutions

• A diploma from a recognized high school or vocational/technical high school commercial/business course may substitute for up to one year of required experience.
• A diploma from a non-commercial high school program or a Massachusetts high school equivalency certificate may substitute for up to eight months of required experience.
• A diploma from a one-year, full-time (or equivalent part-time) non-degree business/secretarial program above the high school level may substitute for up to one year of required experience.
• A diploma from a two-year, full-time (or equivalent part-time) non-degree business/secretarial program above the high school level may substitute for up to two years of required experience.

Preferred Qualifications

• Full knowledge of operating standard office equipment and experience using Microsoft Word, Excel, Access, and Outlook.
• Excellent organizational skills.
• Resourcefulness and attention to detail.
• Ability to prioritize and handle multiple tasks.
• Excellent communication and interpersonal skills.
• Bilingual or multilingual fluency, given the population served.

About Tewksbury Hospital

Tewksbury Hospital operates a 370-bed facility on a 700-acre campus. Its patient care services are provided under the auspices of the Department of Public Health and Mental Health. It is a Joint Commission accredited LTAC hospital providing high-quality, comprehensive treatment, care, and comfort to adults with chronic medical and mental illness. Services include 24/7 nursing, nurse practitioners, medicine, psychiatric and psychological services, a six-bed dialysis unit, clinical laboratory, radiology, respiratory care, nutrition, speech/language pathology, occupational therapy, physical therapy, therapeutic recreation and arts, and pharmacy.