MANIILAQ ASSOCIATION

02/21

Title:  Client Care Coordinator (CCC) I/II/III                                                                                               Range:  12/13/14

Program: Counseling & Recovery Center                                                                                                    Status:  Non-Exempt

Housing Priority: None                                                                                                                                   BCU: Yes

POSITION SUMMARY

The Client Care Coordinator (CCC) I/II/III will coordinate services for adults, youth, children and families at Maniilaq Counseling and Recovery Center. The CCC maintains the front office, greets/direct customers whether in person or by phone, will act as a liaison between multiple agencies and Maniilaq to ensure that consumers in the program have access to all appropriate behavioral health and educational and ancillary services necessary for successful healing and recovery from mental health and substance abuse. They will provide support for the direct service staff in the coordination of varies client services, participate in data collection, process and maintain client information using AKAIMS and/or other electronic media record (EMR), and/or the Counseling and Recovery Center’s billing system. The CCC will be responsible for of assigned administrative tasks. Each CCC will have main functions in either general office, telemedicine, or billing/scheduling coordination. The Client Care Coordinator I/II/III reports directly to Office Manager.

PRINCIPAL DUTIES AND RESPONSIBILITIES

General

1. Acts as a liaison between multiple agencies and service providers who are involved with assigned consumers’ treatment.
2. Receives incoming referrals, refers crisis situations to appropriate staff or provider for immediate attention.
3. Provides and processes Intra- and Inter-agency referrals to ensure appropriate and coordinated service provision.
4. Prepares and completes all required documentation in a timely manner.
5. Provides support and advocacy for the consumers and families assigned. Ensures that all referral appointments are kept.
6. Supports Behavioral Health Services staff with weekly consumer data collection, compiles statistics regarding staff, clients, and department activities as needed for reports utilizing basic computer skills.
7. Performs clerical duties as needed for the business office, including sorting, filing, and mailing.
8. Appropriately recognizes and maintains the confidentiality of all patient information.
9. Must be familiar with office equipment including computers, copiers, FAX, and other pieces of office equipment used on a routine basis
10. Prepares TR’s, travel arrangements, check requisitions, and purchase orders on an as needed basis for clients, ITs, and department staff as directed.
11. Provides administrative coverage as needed during vacancies.
12. Maintains confidentiality of all clients, staff, and division related information as per State and Federal regulations, Maniilaq policies, BHS policies and procedures, and staff code of conduct.
13. Helps compile training materials for staff trainings with the guidance of BHS trainers.
14. Participates in community outreach activities and assists clinical staff with outreach as needed

     

                                                                                                          Office

15. Performs a variety of administrative tasks and clerical duties such as filing, correspondence, answering phones, sending quarterly reports, and making copies for staff members.
16. Assists program managers with grants, contracts, and budgets.
17. Processes Medicaid and other third-party billing for all treatment services.
18. Supports BHS staff with weekly consumer data collection, complies statistics regarding staff, clients, and department activities as meetings, processes and distributes minutes.
19. Supports division staff by: sending out meeting notices/reminders, coordinates and attends staff and BHS Advisory committee meetings, processes and distributes minutes.
20. Transports patients or staff on an as needed basis.

    Telemedicine

21. Directly participates in discharge and transitional planning.
22. Offers education regarding mental health issues to schools, other organizations, and communities.
23. Communicates with psychiatrist and pharmacy continuum of care.
24. Acts as a liaison between agency, provider, and consumer regarding all medication management related items.
25. Coordinates psychiatric clinics by scheduling consumers, arranging in for consumer travel, and securing lodging for psychiatrist and communicating and scheduling necessary information with clinical staff.

     

     

     

     

    Scheduling/Billing

26. Schedules initial and ongoing appointments for clinical staff.
27. Coordinates with staff to ensure PTO, meetings, and other schedule related information is correctly recorded and appropriately distributed.
28. Obtains signatures on appropriate paperwork to meet Federal, State, CARF, and JCAHO requirements regarding patient rights, the Privacy Act, release of information, and advance directives.
29. Verifies insurance eligibility information with insurer.
30. Calls insurance companies for pre-authorization as needed before sending patients to appropriate clinics.
31. Reviews and responds to Behavioral Health claims when claims are denied and there is a request for more information.
32. Obtains personal data, insurance information and financial agreements and updates AKAIMS or other EMR information.

MINIMUM REQUIREMENTS

Client Care Coordinator I (CCCI):

High school diploma or equivalent. Administrative experience preferred.  Skills and knowledge normally acquired through the Rural Human Services certificate or related education and/or experience of 2 years in the Human Services field can be substituted for a high school diploma or equivalent. Knowledge of the people and organizations in the Maniilaq Service Area. Must possess current Alaska driver’s licenses and have a good enough driving history to be insured to drive Maniilaq Vehicles or obtain within a year of hire. Possesses good communication skills and an aptitude for working with people. Proficient verbal communication and writing skills.  Ability to travel on short notice and in small planes required. Must be able to navigate office equipment such as computers, printers, fax machines and copy machines.  Must also be willing to learn multiple computer programs and take on multiple duties and responsibilities. Within one year all CCCs must have acquired the skills to be eligible for CCC II.

Client Care Coordinator II (CCCII):

Has met all the skills and requirements of CCCI I. Must have learned, practiced, and been evaluated enough to be considered proficient by the direct supervisor, and willing to take on all the responsibilities and duties listed under general and either telemedicine or billing (as needed). Within a year, must be eligible for CCC III. Must also be willing to perform duties from CCCI and CCCII if needed.

Client Care Coordinator III (CCCIII):

Has met all the skills and requirements of CCCII and must have learned, practiced, and been evaluated to be enough to be considered proficient by the direct supervisor ,and be willing to take on all the responsibilities and duties listed under general, telemedicine AND billing (as needed).

This position is funded in part by and contingent upon an annual grant from the State of Alaska and Medicaid reimbursement.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job.  They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of people in this job, and the employer reserves the right to revise or change this description. This description does not constitute a written or implied contract of employment. To essential duties and meet the physical demands. Reasonable accommodations may be made to enable individuals with disabilities to meet these conditions.