Clinical Coordinator

Job Description

Job Description

SUMMARY

The Clinical Coordinator, under the direction of the Human Services Director, will implement and coordinate all intake activities related to the Human Services Department. This position will provide confidential casework services to clients dealing with addictions and behavioral health needs. This position will be responsible for working collaboratively with multiple programs and agencies to ensure the highest level of care and access to services to build resiliency, sobriety, promote mental and behavioral health, and increase self-sufficiency. This position will monitor and track referrals and provide referring and coordination of care as needed. This position will be responsible for maintaining data that captures qualitative and quantitative information for the clients' health record. This position is responsible for assigned Human Services grants and requirements. This position will assist with credentialing efforts and work closely with other departments to maximize billing for services rendered.

MINIMUM QUALIFICATIONS

• Associate degree in in a human services field is required.
• A minimum of three years' experience in office administration is required.
• A minimum of two years' experience in electronic records management is required.
• A minimum of one year experience working in the with substance abuse treatment, recovery, and mental health centers is required.
• Must have a valid unrestricted driver license and be insurable by the GTB insurance carrier.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Acts as first line of contact for Human Services intake, operations, and insurance verification.
• Participate in planning, scheduling, hosting, and close-out reporting for Human Services events and collaborations.
• Maintaining and ordering general office supplies; retrieving daily mail, postage and shipping for Human Services department.
• Provides grant program services and reporting.
• Responds to medical requests for client records.
• Review provider notes TIN digital files to ensure that all services rendered are in compliance for accreditation and ready for third party billing.
• Provide feedback to the Providers on errors in EHR software for compliance, auditing, reporting, and billing purposes
• Identify opportunities for work process improvements; works with staff on strategies to improve front end related issues.
• Liaison with third party biller for Human Services billing.
• Perform all program director duties associated with any assigned grants; if not a certified program director, then complete Program Director training at first available offering.
• Responsible for maintaining a quality care and case documentation in a manner consistent with department policies and procedures, the Grand Traverse Band (GTB) Human Services policies/procedures, State Licensure, Commission on Accreditation of Rehabilitation Facilities (CARF) accreditation, as well as the ethical standards of the helping professions adhering to confidentiality as stated in Code of Federal Regulations (CFR) 42 Part 2.
• Attend all mandatory training and technical assistance meetings sponsored by the funding agency.
• Complete factual assessments and determine program shortcomings (if any), their underlying causes, and determine measures required to prevent their recurrence.
• Assure that the safety and well-being of the client, community member, staff, and volunteers as the highest priority.
• Develop and maintain digital client files according to program, funding sources, local, state, federal, tribal codes, laws, and/or requirements.
• Evaluate office, client living environments, and community-based situations for client and/or worker safety and follow best practices when working in a potentially dangerous or volatile environment.
• Knowledge of and adherence to the Grand Traverse Band Codes, Indian Child Welfare Act, the Michigan Indian Family Preservation Act, department policies and procedures, local, state, federal, tribal codes, laws, and/or requirements and work within best practices.
• Maintain current certifications in CPR, First Aid, Recipient Rights, and Mental Health First Aid.
• Locate appropriate resources and make appropriate referrals, assist clients and/or their families with completing forms for various local, state, federal, and tribal social services.
• Coordinate with other departments and outside agencies or organizations for social service programs to provide outreach to clients and their families to maximize operational effectiveness, services, and support to the community and public served.
• Mandated reporting to supervisor, MDHHS, and authorities.
• Prepare, coordinate, facilitate education, support groups, and/or informational articles to the community, other departments; and/or serve on projects and committees as assigned.
• Complete program specific paperwork, itineraries, logs; monthly, quarterly, annual narrative and statistical reports for supervisor, Tribal Manager, Tribal Council, funding agencies, and other community partnerships within established or defined timeframes.
• Participate in staff meetings, team meetings, case related activities such as case consultations, court hearings, pre-hearing conferences, in-service trainings, etc.
• Knowledge of and adherence to the highest level of confidentiality on all matters involving clients and families being served or visiting Human Services, Anishinaabek Family Services (AFS), and Human Services offices, as outlined in the Code of Federal Regulations 42 Part 2, Health Insurance Portability Accountability Act (HIPAA), the Grand Traverse Band Codes, Personnel Policy, and/or other regulatory agency.
• Other duties as assigned.

OTHER SKILLS AND ABILITIES

• Must be able to handle, and/or redirect potentially hostile clients, family members, and/or other inappropriate adversarial situations.
• Must be able to work in high stress environment, handle difficult situations, and maintain objectivity.
• Must be able to establish appropriate boundaries with clients and families.
• Demonstrated knowledge of the physical, psychological, and psychosocial effects of Mental and Behavioral Health. Grief, Substance Abuse, Abuse Issues, and Historical Trauma on the individual and family relative to the Native American Population.
• Recognize problems or deviations from normal procedures and consult with supervisors to create a plan and/or solution; situations not covered by precedents or guidelines are referred to a supervisor.
• Demonstrate, according to the seven grandfather teachings, a commitment to cultural programming by learning of cultural teachings, participating in, and coordinating cultural activities for clients, providing continuous support for the enhancement of the culture, language, and traditions.
• Demonstrate sensitivity to the needs of others, open-minded to individuals' needs, situation, and specific background and/or culture.
• Demonstrate active listening skills, such that the clients' needs, issues and/or problems are heard and addressed.
• Must be able to travel; must be flexible and available to work various shifts, on-call, after hours, weekends, and holidays on a rotating and/or emergency basis.
• Must be able to communicate effectively, have excellent oral and written verbal communication skills with a diverse range of audiences and settings, with the ability to prepare clear, concise, thorough, meaningful, and grammatically correct written reports and/or other written documents.
• Must have good time management, prioritization, follow-up, follow-through, and organizational skills with the ability to plan, prioritize, and manage workload to meet goals and needs in a timely manner.
• Excellent interpersonal skills and ability to work in a professional and courteous manner, sustaining professionalism under duress, and maintaining positive working relationships and communication with internal and external contacts.
• Basic knowledge of business, budgeting, accounting, purchasing, and planning.
• Proficiency in computers using Microsoft® Windows Operating System, Office Suite, and Outlook; Google Workspace (Docs, Sheets, Slides, etc.) and proper use of other office equipment.

EDUCATION and/or EXPERIENCE

• Associate degree in the field of human services required.
• A minimum of three years' experience in office administration is required.
• A minimum of two years' experience in electronic records management is required.
• A minimum of one year's experience working with substance abuse treatment, recovery, and mental health centers is required.
• Trainer certification for suicide prevention, naloxone administration, and/or adult life skills preferred.

DRIVING REQUIREMENTS

Must have and maintain a valid unrestricted Driver's License and insurable by the GTB insurance carrier.

SUPERVISORY RESPONSIBILITIES

No supervisory responsibilities for this position.

EQUIPMENT TO BE USED

General office equipment such as computers, copiers, fax machine, phone system, etc.

TYPICAL PHYSICAL DEMANDS

Involves sedentary work, with some lifting, reaching, walking, and lifting heavy objects, up to 50 pounds. Also requires manual dexterity to operate office equipment, keyboarding, etc. Should have corrected normal range of hearing and sight.

TYPICAL MENTAL DEMANDS

• The work environment could present out-of-the-ordinary job risks; there could be a risk for the safety of the worker and clients. There could be a risk of liability against the worker due to the nature of the position and clientele.
• During the delivery of services, you may be working with clients who may have HIV, Hepatitis A, Hepatitis B, Hepatitis C, as well as other infectious diseases.
• Some assignments will involve clients who are or were victims of crime, recovering from physical, sexual, and emotional abuse with the potential to exhibit violent, suicidal, or abusive behaviors.

WORKING CONDITIONS

• Normal office environment with anticipated automobile travel for client visits in the six-county service area. Some work to be performed in the three GTB satellite offices (Traverse City, Charlevoix, and Benzie). Position may require flexible schedule, events, conferences, and trainings outside normal working hours.
• May also provide services in other locations in the six county service areas. At times, these services are provided collaboratively with other internal and external professionals.

COMMENTS

Native American Preference will apply. Must be willing and able to pass a criminal history background check with no felonies or serious misdemeanors and drug and alcohol urinalysis as a condition of employment. Adherence to strict company policy regarding confidentiality is a must.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Management retains the right to add or to change the duties of the position at any time. * Any qualifications to be considered as equivalents in lieu of stated minimums require prior approval of the Director of Human Resources.

This position is subject to IC3 Background Investigation, Drug Screen and Driving Record/Motor Vehicle Report (MVR).