Office Manager en GATEWAYS HOSPITAL & MENTAL HEALTH CENTER

Description

INTRODUCTION:

Gateways Hospital and Mental Health Center’s Conditional Release Program (CONREP) is seeking to fulfill the role of Office Manager in its San Diego County location.  This forensic outpatient program provides court and parole mandated treatment and supervision to individuals committed as Not Guilty by Reason of Insanity, Offender with a Mental Health Disorder, or Incompetent to Stand Trial. 

SUMMARY OF POSITION

The Office Manager ensures the smooth operation of administrative functions within the program, including client finances, invoicing, tracking of information, and collaboration with other departments and outside agencies. 

ESSENTIALS DUTIES

• Performs all administrative duties, including answering phones, scanning, filing, faxing, mailing, printing, collating, and uploading/downloading documents.
• Maintains, participates in, and transcribes accurate meeting minutes
• Maintains and updates departmental logs (e.g., CONREP census tracking, Master Grid, CFAP referrals, waivers, etc.).
• Effectively organize and maintain clear documentation of information received. This includes maintaining the San Diego PC 1370 Placement Evaluations Grid, San Diego IST Scheduling Grid, and records received from the jails, court, and other entities.
• Constructs forms, rosters, checklists, etc., which facilitate program operations.
• Coordinates accounts payable check requests with hospital finance department.
• Maintains petty cash in accordance with agency guidelines.
• Oversees Life Support invoicing, repayment, and collection, as well as monthly rent payments.
• Oversees client accounts and weekly banking, ensuring accurate record keeping and timely notification to Program Director and/or Forensic Clinician of concerning items/inconsistencies.
• Acts as a liaison to the Business Office to ensure accurate record keeping of all client transactions.
• Works collaboratively with the Case Manager to accurately track clients’ benefits and life support balances.
• In absence of the Case Manager, performs certain duties when necessary such as, but not limited to, assisting with urine drug screens; client transportation; communication with Social Security Administration, MTS, and health insurance providers (e.g., Medi-Cal, Medicare, etc.); and maintenance of the company vehicle.
• Acts as a liaison with outside service providers (e.g., shredding company, pest control, building management, water delivery, etc.) to ensure consistent service and payment of invoices.
• In support of the Psychiatrist or PNP, coordinates with the pharmacy to ensure clients receive their medications in a timely manner and any client pharmacy bills are being paid.
• Coordinates with the local lab facilities (e.g., LabCorp and Quest) to schedule and ensure clients’ routine lab work is completed in accordance with the Psychiatrist and/or Psychiatric Nurse Practitioner’s orders.
• In support of the Director of Evaluations, maintains the IST grids and communicates in a timely manner about out of custody (“OR”) matters.
• Coordinates with the Gateways Satellite team regarding patient transfers, check requests, and life support needs.
• Conducts facility orientation for all newly hired staff. 
• Maintains effective and professional communications with other departments within the agency, including Satellite, FCTP, Finance, Business Office, EVS, Engineering, and IT Support so as to ensure the smooth operation of the program.
• Operates and understands minor maintenance for office equipment.
• Monitor the notification of computer problems and the completion of repairs of all computers and office equipment with IT Support.
• Assists Program Director in program development and administrative functions, such as quality indicator reports (e.g., QI and MRR), as needed.
• Proficiently uses Microsoft Office Suite, an electronic medical record, and Sharepoint.
• In support of the Program Director, helps keep the team updated on all policy and procedure changes when needed.
• Works collaboratively with multi-disciplinary treatment team, including timely and effective communication.
• Maintains effective and professional communications with relevant community agencies such as statewide CONREP Programs, CONREP Operations, the courts and other legal agencies, visitors, ancillary agencies and other professionals as needed.
• Facilitate COT Admissions and effectively and professionally communicate with the courts, family members, attorneys, and other community partners.
• For IST defendants, document all communications with defendants, family members, attorneys on the appropriate grid and provide this information in a timely and effective manner to the appropriate individuals (e.g., Director of Evaluations, Evaluator Manager, Gateways Satellite Program Director, Gateways San Diego County CONREP Program Director, etc.).
• Ensures proper completion of pertinent paperwork when a patient’s status changes (e.g., revocation, AWOL, discharge, etc.) by sending DSH 1716 to CONREP Administration.
• For IST evaluations, coordinate and schedule interviews with the assigned evaluator and appropriate entity or individual (e.g., jail, defendant, etc.). Update the scheduling grid accordingly in a timely and clear manner.
• Acts as a liaison with CONREP Operations regarding database updates, DSH reports (CAP 505, 853), procedures and problems.
• Maintains an objective and professional relationship with clients at all times.
• Ability to work independently, and with continuous interruptions.
• Responsible for maintaining office in a neat and orderly condition.
• Ensures supplies are fully stock and ordered in a timely manner.
• Collaborates with human resource department, ensures department personnel are reminded of and completing annual renewals, and new hire onboarding processes, using the Gateways’ nondiscriminatory employment procedures and policies.
• Assists physicians and nurse practitioners with scheduling, managing wait room, EHR entry, and other tasks as designated.
• File all documents related to the evaluation unit on the G drive using the appropriate naming format.
• Maintains job interest and technical skills
• Performs other related tasks as directed and seeks additional tasks during slow times.

Qualifications

EXPERIENCE/QUALIFICATIONS

• One year experience in office work

Desired:

• Experience in mental health or corrections environment, familiarity with related terms.
• Experience in billing, bookkeeping/accounting and/or money handling
• One year experience in mental health facility or medical records. Experience in bookkeeping.

EDUCATION & CERTIFICATES

• High School

Desired:

• Vocational school training, Business College or college units toward a related field.

REQUIREMENTS

• Must pass Department of Justice (DOJ), Federal Bureau of Investigations (FBI), and Community Care Licensing (CCL) background clearance.
• Valid California Driver’s license.
• TB clearance.
• Driving record acceptable for coverage by Gateways insurance carrier.

PHYSICAL REQUIREMENTS

• To perform this job you must be able to carry out all essential functions successfully. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the job.
• Employee will be required to lift and/or move unassisted up to 25 pounds.