Program Assistant

About the role

Lifeline Connections is a community-based behavioral health organization providing confidential and compassionate care for individuals with substance use and/or mental health conditions. Its vision is to be the premier provider of substance use and mental health services in the Pacific Northwest, respected as the most trusted resource for behavioral health treatment and whole-person care. Its mission is to inspire hope and support lifesaving changes through superior customer service, high-quality programs, and well-trained, dedicated staff.

Responsibilities

• Organize, coordinate, and monitor all nonclinical operations under the direction of the team leader.
• Provide receptionist activities including triaging calls, coordinating communication between the team and clients, deescalating situations with clients experiencing increased symptomatology, and assisting clients, families, and agencies to get answers to questions.
• Maintain accounting and budget records for client and program expenditures.
• Operate and coordinate the management information system.
• Prepare the monthly staff work schedule and recommend/revise policies and procedures per labor contract agreements.
• Maintain records of time staff worked and leave time.
• Maintain and review with the team leader the unit budget; ensure purchases stay within budget.
• Order and maintain unit supplies, equipment, and furniture; arrange for repair of office furniture and equipment; record mileage on program vehicles; arrange for maintenance of program vehicles.
• Assist nurses in ordering medication for clients from pharmacies according to state purchasing regulations.
• Record admissions and discharges for statistical reports.
• Maintain client charts per Joint Commission standards: set up charts for newly admitted clients, file materials, monitor ACT clinical charts with team leader, inform and consult staff, conduct in-service training on clinical charting requirements.
• Type letters, memos, and reports using word-processing equipment.
• Prepare letters to request medical records and client authorizations; maintain log of requests and records received.
• Design and maintain forms to obtain and maintain insurance information for all clients.
• Collect necessary data and prepare reports.
• Sort, route, and prioritize incoming mail; distribute to appropriate staff.
• Greet people at headquarters and answer telephone calls, performing triage, communication coordination, answering questions, deescalating urgent situations, attending to symptomatic behavior, and deciding when to refer calls.
• Assess and report clinical behaviors and information (poor self‑care, medical problems, increased overt symptoms such as agitation) that are out of the ordinary for a client.
• Manage and operate a system to disperse money to clients according to individual client budgets per treatment plan 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 to coordinate individual patient budgets.
• Manage and operate the system to document all cash transactions with receipts signed by clients.
• Manage and operate the system to receive money from guardians or payees, maintaining receipt records and current balances.
• Communicate with landlords regarding client rental agreements and rent payment.
• Operate and coordinate the computer and management information systems for the program.
• Complete training for Apple Health/Medical Insurance and assist patients/families in accessing Medicaid benefits.
• Provide patients access to WA Apple Health BH Services Booklet.
• Perform other duties as assigned.

Requirements

• Education and experience in human services (e.g., associate or bachelor’s degree in human services, or experience as an inpatient unit clerk or in a medical clinic), or office management, or both preferred.
• People and problem‑solving skills to assist and support clients with severe and persistent mental illnesses and their families.
• Solid organizational skills and ability to make contacts and establish relationships to obtain information necessary for program functioning within the larger system.
• Knowledge of computers and software; simplified bidding, contracting, billing, and accounting procedures; medical records management; and personnel policies and procedures required.
• Strong commitment to the right and ability of each person with a severe and persistent mental illness to live in normal community residences, work in market jobs, and have access to helpful, adequate, competent, and continuous supports and services.