Zumbro House, Inc

Zumbro House, Inc.

Job Description: Administrative Assistant - Program Support

Last updated: 4/15/2014

FLSA Classification: Non-exempt

Summary:

The Program Assistant will provide administrative support to the Program Coordinators and Director of Program Services. This position provides all necessary organizational support and is responsible for a variety of other tasks.

Duties and Responsibilities:

General

·  Greet and direct office visitors, answer telephone calls, respond to requests for information and/or forward messages to appropriate staff.

·  Maintain office meeting calendar and provide meeting support as needed, i.e. preparing conference room, completing minutes, coordinating food/refreshments.

·  Handle sensitive information while maintaining confidentiality.

·  General office duties, such as typing, filing, organization of supplies, copying, faxing, etc.

Meeting Preparation

·  Two and a half weeks prior to the scheduled meeting, compile data on client outcomes through the current month and complete corresponding sections on the Client Review Form.

·  Complete each section in the Review form as able, with information found in the client file.

·  Prepare the Informed Consent Form, using the current month’s Medication Administration Records, and attach the appropriate medication and syndrome information sheets.

·  Print out updated forms, including, but may not be limited to, the Standard Release Form, HIPAA form, Client Data Sheet, and Consumer Bill of Rights form.

·  Prepare a CSSP request letter if there is no current CSSP (dated within the previous 12 months). Additional CSSP letters should be sent to the appropriate team members each quarter until there is a current CSSP received.

·  Gather all annual and semi-annual meeting paperwork and submit to Program Coordinator at least two weeks prior to the client meeting date.

·  Make reminder calls to the team members at least 2 days prior to the meeting and to the client’s house one day prior to the meeting.

·  Compile target behavior and outcome data in database at the beginning of every month. Track accuracy of data tracking and provide summary to each supervisor.

·  Notify the Program Coordinator if there are any goals not being completed as written.

Client Appointment Monitoring

·  Review client appointment forms as they are submitted to the office each month, ensuring thorough completion and noting follow up appointments as recommended.

·  Follow up with Lead Counselors as needed for resolution of problems, such as missing information on the forms, unclear or illegible information, etc.

·  Enter each medical appointment into the Medical Appointment Database, providing the date of the appointment, reason for the appointment, any recommendations of the health care provider, and a brief narrative of the appointment.

·  Ensure that follow up and regularly occurring appointments have been scheduled, by review of the database each week. Work closely with the Lead Counselors to schedule appointments or request that they schedule appointments as needed. Submit an updated database of regularly occurring appointments to the corresponding Lead Counselor biweekly.

·  Initiate Fairview Oxboro Clinic MyChart set-up for all new clients and maintain the database of user names and passwords. Access as needed to look up lab results, appointment details, etc.

·  Maintain Medical Appointment Database, updating health care providers, insurance, and other information as needed.

·  Review client medication administration sheets, progress notes, etc., as they are submitted to the office each month, ensuring thorough completion.

·  Record and track medication discrepancies in database and complete monthly summary report. Compare medication discrepancies to documentation on medication sheets.

Other

·  Maintain Client Data Sheets. Update information as necessary.

·  Review all client monthly documentation submitted to the office to identify errors or discrepancies in meeting the licensing standard. Report any problems to the Program Coordinators or Director of Program Services.

·  Post updated forms on company website as requested.

·  Compile finance information for the required teams and mail out information as requested.

·  Present information and training topics at the monthly lead meetings.

·  Provide program training as needed.

·  Other duties as assigned.

Qualifications:

·  Minimum of one year office administrative support experience is preferred.

·  High School diploma required. Additional education preferred.

·  Excellent organizational skills (oral and written) and the ability to excel at detail management, multi-tasking, and working under pressure of deadlines.

·  Must have some experience in the use of Microsoft Office programs.

As this position and the company are continually evolving, it should be noted that the job description for Program Assistant will also evolve as additional areas of personnel management and program support need are identified. The employee who signs this job description must be willing to assume additional responsibilities, as they are identified and as directed from the supervisor.

I understand that my employment as Program Assistant is probationary for 90 days following the date of hire.

I understand and agree to perform all tasks documented in this job description.

______

Employee Signature Date