Secretary - ACT

SUMMARY

Serving six counties in Northern Michigan, North Country Community Mental Health is a public behavioral health organization committed to improving the quality of life for people with mental illness and/or developmental disabilities in our communities. If you’re interested in joining a welcoming team and creating a rewarding career with excellent benefits, visit our website to submit your application: http://www.norcocmh.org/careers/

QUALIFICATIONS

• Education: High school diploma with credits in secretarial courses. College credits in secretarial courses preferred.
• Experience: Two years of experience in general office work which involved typing, (approximately 60 words per minute), transcription and receptionist duties.
• Other: Lived experiences with behavioral health issues are valued.

SUMMARY OF RESPONSIBILITIES

The Secretary handles all incoming telephone calls, greets visitors to the office, and provides customer service to individuals seeking services. The Secretary schedules appointments, performs filing, provides clerical support, and performs other office functions. The secretary organizes, coordinates, and assures accuracy and timeliness of clinical record keeping and content.

ESSENTIAL JOB FUNCTIONS

• Schedules client appointments and sends reminders for nursing and doctor appointments, also makes reminder calls when necessary.
• Reviews the call log every morning and makes appropriate changes to schedules.
• Creates and prints various reports.
• Welcomes all visitors to CMH, notifies appropriate staff when their clients arrive, and monitors the waiting room for individuals who may not check in.
• Provides information on how to access mental health, primary health, or other community services.
• Aids people with the complaints, rights, and grievance processes.
• Maintains accurate consumer records and data in agency information management systems.
• Routes and directs all incoming communications while protecting confidentiality.
• Maintains supplies and informs office manager as needed for ordering.
• Opens, sorts, and distributes mail as needed.
• Verifies insurance (Medicaid/Medicare) coverage for new clients and subsequently monitors for changes.
• Scans or uploads clinical documentation to the agency information management system; ensuring the information is filed according to client #, document category and document name.
• Screens phone calls from crisis individuals who may be having suicidal thoughts and routes them to the ER or provides information as appropriate to the situation.
• Cross trained to perform specific duties of other program secretarial staff and fill in for other clerical staff for vacations, illness etc.
• Performs other duties as assigned by the Office Manager or the Center Supervisor.

PHYSICAL REQUIREMENTS

• Ability to walk, bend, stand, sit, lift to 25 pounds with or without assistance, stretch/reach, hear, see, hand/finger dexterity and drive a vehicle.
• Position requires physical ability to complete and maintain certification in de-escalation techniques which will be a training class provided to the job incumbent.

OTHER REQUIREMENTS

• Must be able to complete and remain current in initial and ongoing training requirements.
• Must have own phone and internet for communication, reliable access to messages, and multi-factoring capabilities.
• Must have reliable transportation in carrying out agency duties.
• Must be able to be proficient at all office tasks and office computer software.
• Possess a valid Michigan driver’s license and have a satisfactory driving record.
• Ability to work within guidelines of the code of conduct, regulatory compliance plan and personnel policies.
• Supports a philosophy of service delivery that is recovery-based, person centered and culturally competent.
• Adhere to applicable policies and procedures as required by the Department of Community Mental Health, the Mental Health Services Board, and other pertinent regulatory agencies.
• Must be able to maintain strict confidentiality both during work hours and after hours.