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Program Assistant - Manhattan FACT II



Reports to: Team Leader

Location: Harlem

Overview: The Manhattan Forensic ACT Team provides mobile community based mental health treatment to promote the recovery and community integration of 68 adults with serious mental illness and co-occurring substance use disorders living mainly in Manhattan The Forensic ACT Team focuses on treatment with those who were formally justice involved and have a mental health diagnosis. The Program Assistant is an integral staff member providing administrative, reception, and coordination support to facilitate the effective operation of the team. The program assistant must be comfortable having contact with consumers that come into the office and must be proficient in the use of electronic health records. Specific responsibilities include:


• Possess an understanding of the justice system, behavioral health care, and managed Medicaid.
• Compile and send weekly census reports and monthly change of status report to SPOA;
• Maintain consumer medical records and computerized data to ensure compliance with Medicaid, NYS Office of Mental Health, NYC Department of Health and Mental Hygiene standards, and CASES policies and procedures;
• Assist staff as it relates to data entry and maintenance of consumer records;
• Attend morning meeting, take minutes and communicate relevant scheduling and program information to staff as they conduct their work in the community;
• Create consumer medical records chart;
• Archive medical records and copy records for medical record requests;
• Maintain and update program logs, monthly and weekly organizational boards;
• Update team scheduling calendar to support the Team Leader;
• Maintain and update program materials, forms and office supplies;
• Responsible for all telephone inquiries relating to the program and triaging messages between program and clinicians conducting community visits;
• Provide receptionist duties when needed;
• Coordinate time sheet collection
• Liaison to staff completing field visits in accordance with program safety plans;
• Conduct health insurance eligibility checks and ensure accurate updated information is entered in the electronic medical record;
• Notify staff and support program staff to ensure consumers are enrolled and recertify for Medicaid and health insurance;
• Provide team with information about consumers status with Medicaid Managed Care Organizations (MCOs), spend-downs, and inactive status;
• Support staff with communication with HRA, Medicaid, MCOs and consumers to enroll, address spend-down issues, and eligibility;
• Conduct electronic charting audits to ensure all documents are completed and available for team to complete monthly Medicaid billing;
• Run electronic reports to support the Team Leader to manage oversight of documentation;
• Coordinate with the Biller and the Billing Manager to ensure monthly billing can be submitted timely and all issues are resolved when denials are received for bills submitted to Department of Health and MCOs;
• Support the team in coordination of up to date information in electronic medical record about consumers pharmacy;
• Support team leader, staff and psychiatrist in communication with Managed Care ensuring documentation is faxed and transmitted to MCOs to authorize services and medications;
• Assist with tracking of Health Home enrollment and submit reports to Health Homes on participant status as needed, and communicate with Biller and Billing Manager on payment that should be submitted to the Health Home;
• Manage service dollar petty cash account in accordance with CASES’ policy and procedures for distribution and reconciliation metrocards and cash for consumer purchases;
• Process check requests for the program;
• Provide culturally competent support in accordance with CASES policies; and
• Perform other duties as required by the Team Leader, Directors of Adult Behavioral Health programs, and executive staff.


• Bachelor’s Degree required (BA, BS);
• Knowledge and proficiency of Microsoft Office especially Excel and management of excel spreadsheets.
• At least 2 years of administrative experience in direct service program, behavioral health facility, outpatient setting, or working with formally incarcerated and/or SMI population.
• Ability to meet deadlines and on an integrated team.
• Exceptional communication and organizational skills, including excellent phone demeanor and direct communication skills with consumers and family members, government agencies, and agency staff;
• Excellent diplomacy, poise and social skills to deal with consumers facing a range of problems including serious mental illness, substance abuse, crisis and stress;
• Ability to operate with purpose, urgency, and accuracy in a fast-paced deadline-driven environment;
• Must maintain confidentiality and have the ability to exercise a high level of judgment/discretion;
• Ability to create and maintain well-organized administrative and operational systems;
• Knowledge of electronic medical records, AWARDS preferred;
• Good sense of humor, and
• Spanish speaking is a plus.

Salary: Commensurate with experience 35-hour week with excellent benefits.

Benefits: Here at CASES we offer benefits that will assist you in making the most of your career and your life. Our programs include health and wellness insurance which is offered through Aetna. A retirement 403(b) plan is held with Principal, education, and training. Additionally, our portable ancillary benefits are offered through Aflac, Legal Shield, and ADP Flexible spending account; which is then deducted through payroll along with commuter benefits, additional short-term disability, cancer, additional income protection, hospitalization coverage, and identity theft protection.


Please apply through:

Posted on 05/30/18; CVMHA ID #12105