FBH Operations Coordinator II

OPERATIONS COORDINATOR II

Portland, Oregon

CCSWW's Family Behavioral Health Awarded - Employer of the Year!

Catholic Community Services, Family Behavioral Health is looking for a Operations Coordinator to join our team. The Operations Coordinator is responsible for providing operational and administrative systems and clinical indirect support to the Site Director, Managers and Clinical Supervisors and all direct service operations staff positions.  The Operations coordinator is responsible for assisting the Family Behavioral Health site with the operations and service support necessary for smooth functioning of our FBH sites including general office management, administrative assistance, quality data entry and additional administrative supports including financial and Information technology needs.  The Operations coordinator manages administrative and office support activities for multiple services areas and service contracts.  This position requires an individual who is efficient and comfortable coordinating operations with a vision and commitment to excellent customer service and staff support.  The ability to respond compassionately to staff with a variety of needs, while maintaining complex schedules and managing the completion of site administrative support duties, is also essential in this position. The Operations coordinator should demonstrate creativity, be a good problem solver and possess strong organizational skills.  This position requires daily completion of assigned essential duties by the operations team in a timely manner and must demonstrate the ability to prioritize work assignments based upon FBH site priorities.

WHO WE ARE:

We are a values-driven organization, providing family-oriented behavioral health care for children, youth and families, provided primarily in their own home and community. Our enthusiastic clinical teams provide whatever is needed to help children and youth remain safely in their own home with their family, restoring hope, providing intense mental health services and supports, and helping to strengthen the family unity. With sites located in throughout Western Washington and Portland Oregon, we offer comprehensive intensive, Wrap-around mental health services to a diverse population for youth and families. We employ almost 600 energetic and compassionate employees.

WHAT WE VALUE:
Compassion Diversity Strength-Based-Approach Social-Justice & Our Staff!

WHAT WE OFFER:

• Excellent starting range of: $31.50- $35.04 per hour effective 7/1/23

BENEFITS:

• 12 paid holidays; plus 1 personal holiday each year!
• 3 weeks' vacation per year
• 12 sick-days per year
• Medical
• Dental
• Vision Insurance
• Life Insurance (1 times annual salary)
• Retirement Plans: 403-B Employee Savings Plan and an Employer Contribution Pension

The position works collaboratively with the clinical team in forwarding the values and goals of the Family Behavioral Health System.  The Operations coordinator is responsible for providing operational leadership and clinical indirect support to the Site Director, Managers and Clinical Supervisors and all direct service operations. 

Essential FBH Office Support Duties:

• Per the direction of the FBH HIPPA security officer, maintain security of protected health information of all consumers served, ensuring compliance with HIPAA and compliance with all CCSWW and FBH policies and procedures to maintain confidentiality of all protected clinical and medical health information.
• Assist site leadership in the preparation for federal and state (BHO, MCO, EQRO, DBHR, HCA, CMS and CARF) audits and reviews.  Support site staff and leadership in chart reviews, facility preparation and CQI review for audits.
• Responsible for the supervision and quality oversite of operations staff that are charged with the timely and accurate entry of healthcare data into an electronic health record/management information system to include:  client data, diagnosis, authorizations, clinical services, referral and exit information, outcome data and protected health information.  

Specific Position Duties and Responsibilities:

Audit Preparation and CQI Responsibilities: 

• Ensure that Quality Assurance expectations match with Family Behavioral Health philosophies and best practices.
• Support clinical staff and encounter tracking to ensure WAC, Medicaid and funder compliance for all services entered into HER.
• Organize data and information into usable formats so that staff receive feedback regarding timeliness of documentation and utilization reviews, ongoing training needs are tracked and compliance with behavioral health contracts and WAC expectations.

Coordinate Quality Improvement and Medical Records operations support:

• Assist CQI Director and site leadership with contract and licensing requirements and audits.
• Prepare for federal, state and county audits and site reviews; participate in audit/site review process, and prepare responses to corrective actions.
• Oversee file auditing, and maintain open and closed files. Work with Care Coordinators and Therapists to maintain current paperwork for files.
• Participate in the development and maintenance of clinical and administrative forms, as well as instructions and standards for their completion.
• Actively assist direct service staff to accurately complete charting requirements and keep their charts updated. Create and maintain tracking lists for required elements and timelines, e.g., minority consultations, 90-day reviews, etc.
• Review charts for completeness and quality utilizing structured protocols.
• Provide technical assistance and training to individual staff about documentation requirements, charting, and policies and procedures by CCS.

Coordinate daily functions of Behavioral Health Service referrals

• Work with clinical staff to track referral process for behavioral health referrals and support the assignment to clinical staff.
• Support the tracking of utilization outcome reports.
• Enter client information into excel spreadsheets and EHR.
• Provide supervision of staff as needed to review billing, liaison with BHO or funder if needed to ensure staff are completing behavioral health service encounter input compliant with site expectations.
• Provide supervision of staff to review documentation to ensure completeness and accuracy.

Provide coordination of daily service operations, processes and procedures:

• Ensure the smooth and efficient operation of all administrative support functions providing daily support for the Operations Team (Receptionist, Medical Records Staff, and Administrative/Operations Assistants).
• Create a positive culture among operations/support staff to support the objectives of the site and the work of the clinical staff.
• Coordinate distribution and support of cell phones, land phones and laptops in the North End.
• Maintain 24/7 availability for emergencies involving phones, building, travel, staff needs, etc.
• Coordinate building maintenance and improvements including: liaison with CCSWW Facilities Manager, monitor janitorial service; and liaison with Tahoma center maintenance and repair team.
• Coordinate staff travel arrangements when staff is required to travel for work. Includes flights, hotels, rental cars, shuttles, per diems, etc.
• Coordinate management of system credit card utilization, including interface with accounting to ensure adequate fund balance.
• Knowledge of and responsibility for archive management system.
• Coordinate and ensure distribution of office and janitorial supplies.
• Provide support for Medical Staff as needed to ensure safe delivery of medical services.

Coordinate Site Hiring and Personnel Needs

• Act as liaison to Family Behavioral Health Human Resources Manager for the site.
• Assist in screening of applicants, scheduling of interviews, creation of application packets, checking references, running required background checks and notifying applicants.
• Coordinate new staff training plan and orientation.
• Ensure new staff has office space, cell phones, email accounts, badges, and building keys.
• Assist new staff in the application process for NPI #’s and Agency Affiliated Counseling Registration as necessary.
• Assist new staff in the creation of a Staff Disclosure document if necessary.
• Train new staff on building access and safety.
• Identify, track and ensure via training coordination that all staff is current and there is documentation for all required trainings, licenses, and credentials.
• Take primary responsibility for Relias Training site, schedule and invite employees to required trainings. Track attendance.
• Maintain staff personnel files on site and route necessary documentation to Human Resources.

Coordinate communications equipment and computer technology for the Bremerton Family Preservation office.

• Order pagers and cell phones for staff or work with Tahoma Center representative to accomplish this task.
• Act as main point of contact with the Tahoma Center IT Department on computer technology.
• Complete accounting paperwork for phones and pagers.
• Maintain log of assigned pagers and phones.
• On-site system administrator for land-based phone system, trouble-shoot issues, train staff in usage.
• Trouble-shoot issues with fax machine and copiers.
• Interface with CCSSW staff with over-all responsibility for phones, copiers, and pagers.

Oversight of Family Behavioral Health Site:   Building, Communication, and Safety.

• Coordinates building maintenance with CCSSW Facilities Manager.
• Responsible for FBH office compliance with fire codes.
• Responsible for FBH office compliance with ADA requirements.
• Work closely with Family Behavioral Health representative on the CCSSW Safety Committee to make sure all hazardous situations are taken care of ASAP.
• Trouble-shoot building problems on an as-needed basis.
• Coordinate as needed with maintenance and repair team from the Tahoma Center.
• When necessary, issue building keys and alarm instructions to new staff.
• Train new staff in building opening and locking up procedures.
• Keep hallways free from clutter and ensure that kitchen appliances meet cleanliness and safety standards.
• Facilitate file storage. 

Coordinate Specific Site Fiscal Needs:

Client Needs Checking account custodian/petty cash.

• Authorization of purchase orders.
• Supports searching for lowest available air fares, hotels, and car rentals when staff are required to travel for work. 

All employees working in CCS have the responsibility for developing and safekeeping a workplace that values and supports a culturally diverse work environment.  Employees’ treatment of each other, their willingness to try new ways and ideas--all these things contribute greatly to the organization’s success in providing an open, culturally enriched and diverse workplace.

WHAT WE ARE SEEKING IN A CANDIDATE

• Bachelor’s degree in Social Services or related field.
• Two or more years’ experience in a progressively responsible operations position.
• Knowledge of applicable laws, contracts, administrative codes and other regulations.
• Knowledge of quality improvement theory, principles and practice approaches.
• Excellent interpersonal and organizational skills with the ability to communicate respectfully with families and professionals.
• Computer skills with experience with Microsoft Word, Excel, and Access.
• Excellent written and oral communication skills.
• Must have reliable transportation, valid driver’s license, auto registration and automobile
• Must have an acceptable driving record per CCS’ driving policy (required to provide current driving abstract).
• First/Aid CPR certified or the ability to become certified within the 1 month of employment. 
• Applicant must successfully pass required background checks prior to an offer of employment. 
• Ability to work independently in addition to working as a member of a team.
• Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations. 
• Support and uphold the mission, beliefs and values of Catholic Community Services and Catholic Housing Services.

 PREFERRED QUALIFICATIONS:

• Master’s degree in Social Work, psychology, behavioral sciences or equivalent.
• Experience working in a private non-profit system.
• Computer proficiency and experience with an Electronic Health Record.

Please apply via our Careers Page at https://fbh-ccsww.icims.com/jobs/search?ss=1&mobile=false&width=1905&height=500&bga=true&needsRedirect=false&jan1offset=-480&jun1offset=-420 . For additional questions, contact Karla Lacktorin, Regional Healthcare Recruiter, at 

karlal@ccsww.org

Note for Internal Candidates: Please update your resume with all work history and attach a Letter of Interest.  HR reviews internal compensation and determines any increases based on their experience and also agency internal equity factors.

Catholic Community Services and Catholic Housing Services is an Equal Opportunity Employer. Please let us know if you need special accommodations to apply or interview for this position.