Services Assistant - Bahavioral Health

This non-exempt position, in cooperation with the Community Integration Director serves as the point of contact for behavioral health referrals coming into the agency, schedules behavioral health appointments and manages employment specialist schedules, assists tracking treatment plans and document compliance, assists the program(s) with program-specific demands as well as agency and community communication. The Services Assistant is responsible for ensuring that policies, procedures, and practices comply with applicable state, behavioral health, grant and federal regulation;

and are consistent with the agency’s mission statement, core values, and service principles.

Coordination/Compliance of Behavioral Health Services:

• Be the point of contact for behavioral health referrals that come into the agency. Prepare intake paperwork, request records, build paper and electronic file, enter minimal data set into AKAIMS.
• Ensure that no new services are provided until a Treatment Plan, completed and signed off by the clinician, is obtained unless otherwise approved.
• Make appropriate referrals to internal and external resources to ensure wrap around services.
• Establish and maintain positive professional relationships with participants and their relatives/guardians and other community agencies/programs.
• Assist in tracking treatment plans to ensure approved plans are on storage prior to the delivery of services.
• Assist in tracking renewal treatment plans and service authorizations (SA) to ensure completion, timeliness, and storage in the electronic file.
• Participate in case reviews (clinical and compliance) and assist with data collection to track measurement of client outcomes.
• Assist clinician with meeting treatment plan deadlines.
• Assist clinicians and administrative staff in scheduling and communication of schedules to clients, as well as completing reminder calls for appointments as needed.
• Ensure that services are being delivered in the amount, frequency and duration specified in the treatment plan and facilitate the request of service authorizations as needed.
• Maintain behavioral health active and waitlist caseload lists.
• Assure POCs are regularly sent to Medicaid for travel authorizations.
• Coordinate travel for clients, including acquiring travel vouchers and scheduling staff.
• Assure clients receive travel vouchers, and unused vouchers are entered into the Medicaid compliant tracker.
• Call and text clients and/or staff members for appointment reminders as needed.

• Maintain official records in accordance with FCS policies and procedures, program requirements

and state or federal regulations.

• Perform compliance record reviews and compile quarterly reports for COA file reviews.
• Assist with file discharge process.
• Assist with filing electronic files.
• Add new material to file and create new files as necessary.
• Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage according to file maintenance guidelines and/or legal requirements.
• Find and retrieve information from files in response to requests from authorized users.
• Ensure file reviews are done on a regular basis to maintain quality of all required paperwork; FCS forms, approved POC amendments, level of care and releases.
• Maintain schedule for agency conference rooms; notify personnel of any conflicts.
• Maintain confidentiality as per policies.
• Help to create and modify program-specific forms and systems to ensure quality and compliance.
• Perform quality assurance reviews of Treatment plans and assessments as notified by clinician.
• Assist Behavioral Health clinician with administrative duties.
• Assist in maintaining the Treatment plan date tracker and coordinate with clinicians to ensure no lapses in a treatment plan.
• Review and verify billable services verified by the agency.
• Receive, review, and compare data from a variety of sources for accuracy and completeness.
• Assist in the review of service task content.
• Identify discrepancies or inaccuracies of documentation.
• Report service documentation progress, including non-conformities, analysis of cause and corrective action to supervisors and…