FBH Operations Coordinator II

Responsibilities

• Per the direction of the FBH HIPPA security officer, maintain security of protected health information of all consumers served, ensuring compliance with HIPAA and compliance with all CCSWW and FBH policies and procedures to maintain confidentiality of all protected clinical and medical health information.
• Assist site leadership in the preparation for federal and state (BHO, MCO, EQRO, DBHR, HCA, CMS and CARF) audits and reviews. Support site staff and leadership in chart reviews, facility preparation and CQI review for audits.
• Responsible for the supervision and quality oversight of operations staff that are charged with the timely and accurate entry of healthcare data into an electronic health record/management information system to include: client data, diagnosis, authorizations, clinical services, referral and exit information, outcome data and protected health information.
• Ensure that Quality Assurance expectations match with Family Behavioral Health philosophies and best practices.
• Support clinical staff and encounter tracking to ensure WAC, Medicaid and funder compliance for all services entered into HER.
• Cookordinate Quality Improvement and Medical Records operations support:
• Assist CQI Director and site leadership with contract and licensing requirements and audits.
• Prepare for federal, state and county audits and site reviews; participate in audit/site review process, and prepare responses to corrective actions.
• Oversee file auditing, and maintain open and closed files. Work with Care Coordinators and Therapists to maintain current paperwork for files.
• Participate in the development and maintenance of clinical and administrative forms, as well as instructions and standards for their completion.
• Actively assist direct service staff to accurately complete charting requirements and keep their charts updated. Create and maintain tracking lists for required elements and timelines, e.g., minority consultations, 90-day reviews, etc.
• Review charts for completeness and quality utilizing structured protocols.
• Provide technical assistance and training to individual staff about documentation requirements, charting, and policies and procedures by CCS.
• Cookordinate daily functions of Behavioral Health Service referrals:
• Work with clinical staff to track referral process for behavioral health referrals and support the assignment to clinical staff.
• Support the tracking of utilization outcome reports.
• Enter client information into excel spreadsheets and EHR.
• Provide supervision of staff as needed to review billing, liaison with BHO or funder if needed to ensure staff are completing behavioral health service encounter input compliant with site expectations.
• Provide supervision of staff to review documentation to ensure completeness and accuracy.
• Create a positive culture among operations/support staff to support the objectives of the site and the work of the clinical staff.
• Cookordinate distribution and support of cell phones, land phones and laptops in the North End.
• Maintain 24/7 availability for emergencies involving phones, building, travel, staff needs, etc.
• Cookordinate building maintenance and improvements including: liaison with CCSWW Facilities Manager, monitor janitorial service; and liaison with Tahoma center maintenance and repair team.
• Cookordinate staff travel arrangements when staff is required to travel for work. Includes flights, hotels, rental cars, shuttles, per diems, etc.
• Cookordinate management of system credit card utilization, including interface with accounting to ensure adequate fund balance.
• Knowledge of and responsibility for archive management system.
• Cookordinate and ensure distribution of office and janitorial supplies.
• Provide support for Medical Staff as needed to ensure safe delivery of medical services.
• Cookordinate Site Hiring and Personnel Needs:
• Act as liaison to Family Behavioral Health Human Resources Manager for the site.
• Aid in screening of applicants, scheduling of interviews, creation of application packets, checking references, running required background checks and notifying applicants.
• Coordinate new staff training plan and orientation.
• Ensure new staff has office space, cell phones, email accounts, badges, and building keys.
• Aid new staff in the application process for NPI #’s and Agency Affiliated Counseling Registration as necessary.
• Aid new staff in the creation of a Staff Disclosure document if necessary.
• Train new staff on building access and safety.
• Identify, track and ensure via training coordination that all staff is current and there is documentation for all required trainings, licenses, and credentials.
• Take primary responsibility for Relias Training site, schedule and invite employees to required trainings. Track attendance.
• Maintain staff personnel files on site and route necessary documentation to Human Resources.
• Cookordinate communications equipment and computer technology for the Bremerton Family Preservation office.
• Order pagers and cell phones for staff or work with Tahoma Center representative to accomplish this task.
• Act as main point of contact with the Tahoma Center IT Department on computer technology.
• Complete accounting paperwork for phones and pagers.
• Maintain log of assigned pagers and phones.
• On-site system administrator for land-based phone system, trouble-shoot issues, train staff in usage.
• Trouble-shoot issues with fax machine and copiers.
• Interface with CCSSW staff with over-all responsibility for phones, copiers, and pagers.
• Cookordinate building maintenance with CCSSW Facilities Manager.
• Responsible for FBH office compliance with fire codes.
• Responsible for FBH office compliance with ADA requirements.
• Work closely with Family Behavioral Health representative on the CCSSW Safety Committee to make sure all hazardous situations are taken care of ASAP.
• Trouble-shoot building problems on an as-needed basis.
• Cookordinate as needed with maintenance and repair team from the Tahoma Center.
• When necessary, issue building keys and alarm instructions to new staff.
• Train new staff in building opening and locking up procedures.
• Keep hallways free from clutter and ensure that kitchen appliances meet cleanliness and safety standards.
• Facilitate file storage.
• Client Needs Checking account custodian/petty cash.
• Authorization of purchase orders.
• Supports searching for lowest available air fares, hotels, and car rentals when staff are required to travel for work.

Qualifications

• Bachelor’s degree in Social Services or related field.
• Two or more years’ experience in a progressively responsible operations position.
• Knowledge of applicable laws, contracts, administrative codes and other regulations.
• Knowledge of quality improvement theory, principles and practice approaches.
• Excellent interpersonal and organizational skills with the ability to communicate respectfully with families and professionals.
• Computer skills with experience with Microsoft Word, Excel, and Access.
• Excellent written and oral communication skills.
• Must have reliable transportation, valid driver’s license, auto registration and automobile.
• Must have an acceptable driving record per CCS’ driving policy (required to provide current driving abstract).
• First/Aid CPR certified or the ability to become certified within the 1 month of employment.
• Applicant must successfully pass required background checks prior to an offer of employment.
• Ability to work independently in addition to working as a member of a team.
• Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations.
• Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing Services.
• Master’s degree in Social Work, psychology, behavioral sciences or equivalent.
• Experience working in a private psychiatric hospital setting.