Clinical Program Assistant - Full time

Program/Location: 550-52700 – Program of Assertive Community Treatment (PACT)
FLSA Status: Non-Exempt
Supervisory Responsibilities: No
Reports to: Office Manager

About the Role

The Clinical Program Assistant performs a variety of complex clerical and administrative duties with minimal supervision in support of the Program of Assertive Community Treatment team (PACT South).  This role serves as a key point of communication between staff, clients, families, and community partners while ensuring efficient office operations and coordination of program activities.

Responsibilities may include triaging calls, coordinating communication between team and clients, assisting clients, families, and other agencies in getting answers to questions, de-escalating of situations, maintaining program expenditures, coordinating management information systems, maintaining client confidentiality, and providing general clerical support to clinical and medical staff as assigned.

Key Responsibilities

• Performs timely data entry and tracking of client service records including client admissions and discharges.
• Coordinates program supply purchasing.
• Prepares correspondence, meeting notes, reports.
• Monitor and distribute program mail, emails to program inbox, faxes.
• Supports data collection necessary to prepare reports.
• Assists with tracking compliance of medical records with WAC licensing and contract requirements.
• Assists in implementing changes in office policies and procedures.
• Responsible for reception including greeting clients, answering phones, directing clients and families to the appropriate clinical staff as needed, working with callers or visitors to ease urgent situations or temporarily manage them until other staff is available.
• Letting clinical staff know of client behaviors as observed.
• Coordinates meetings, including scheduling rooms and material preparation.\
• Assists with distribution and tracking of program treatment enhancement funds.
• Participates in regularly scheduled supervision and team meetings.
• Remains compliant with required trainings and certifications.
• Behaves in an ethical and professional manner consistent with agency policy, state law, and licensing entities as applicable.
• Understands and practices safekeeping of individual protected health information per Compass Health’s HIPAA and other agency policies and procedures.
• Demonstrates respect for diversity and a commitment to developing cultural humility.
• Demonstrates commitment to Compass Health’s Mission, Vision, Core Values and Core Competencies.
• Perform additional tasks as required to support program operations and organizational goals.

Program-Specific Responsibilities

• Serving as a liaison between clients and staff, attending needs of office walk in and calls.
• Supporting both office staff and staff in the field.
• Supporting, monitoring, and coordinating the daily team schedules.
• Participate in and prepare for daily meetings. Record minutes for Monday–Friday PACT Team meetings.

What You Bring

Education / Experience / Certifications

• High School Diploma or equivalent required; AA or BA Degree preferred.
• Experience in medical, mental health, or social services field preferred.
• Valid Washington State Driver’s License and appropriate insurance required, if applicable.
• Bilingual/bicultural encouraged to apply.

Knowledge / Skills / Abilities

• Excellent clerical and/or administrative skills.
• Ability to engage in challenging conversations and situations while maintaining a positive, solution-focused demeanor especially.
• Demonstrated organizational skills and the ability to multi-task in a fast-paced environment with competing demands.
• Excellent communication skills, written and verbal, including ability to document professionally in a health record.
• Excellent interpersonal skills, with the ability to relate effectively and sensitively to a wide range of individuals and professionals in a variety of settings.
• Ability to maintain a high level of confidentiality.
• Strong problem-solving skills and ability to build partnerships with key stakeholders to improve processes.
• Positive and self-motivated individual who can complete work independently and also demonstrates sound judgment in consulting with supervisor.
• General computer proficiency, including keyboarding skills and working knowledge of Microsoft Office and electronic health records.
• Ability to pass pre-employment criminal background check, which may include an additional search by DSHS.

What We Offer

• Medical, dental, and vision insurance
• Paid vacation, sick leave, and holidays
• 403(b) retirement plan with employer match
• Professional development funds
• Education leave opportunities
• Supportive, mission-driven team environment

About Compass Health

Compass Health is Northwest Washington’s behavioral healthcare leader. For over 110 years, we’ve provided compassionate and innovative care to individuals and families across Snohomish, Skagit, Island, San Juan, and Whatcom counties.

Learn more: www.compasshealth.org

Physical Demands / Work Environment

The employee will be working in a clinical office environment. While performing the duties of this job, the employee must occasionally lift and/or move up to 20 pounds and is regularly required to sit, stand, walk, talk, and use close vision. The noise level in the work environment is usually moderate.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Opportunity Employer

Compass Health is an Equal Opportunity Employer, supporting equity regardless of race, color, national origin, religion, sex, age, marital status, sexual orientation, gender identity, veteran status, or disability unless based on a bona fide occupational qualification.