LOCATION: Remote – this is an office-based position (3 days/week) in Asheville, NC. Incumbent in this role must live in North Carolina or within 40 miles of the NC border.
GENERAL STATEMENT OF JOB
The Care Management Senior Program Assistant is responsible for the operation, communication/team dynamics, problem solving, and oversight of the Care Management Program Assistant Team. Position reports to the Program Assistants Manager. Oversight of the team is completed through observing and monitoring paperwork, documentation, data, and reports. This employee will participate in the development and validation of data and reporting projects relative to care management activities. This employee will work in collaboration with Care Management department leadership to identify, develop and implement ongoing care management improvements. This employee will provide coaching to employees to ensure continuous improvement of performance in meeting the needs of members, Vaya Health and community partners. This employee will conduct employee trainings to include, but not limited to, policies and procedures, functionality and workflows for Administrate Health Record(s), computer software, etc.
Note: This position requires access to, and use of confidential healthcare information or protected health information (PHI) as described in laws addressing patient confidentiality, including, but not limited to, the federal HIPAA law, the Confidentiality of Alcohol and Substance Abuse Patient Records law, 42 CFR Part 2, and various state laws. As such, the individual filling this position shall be required to be trained regarding such laws and shall be required to observe those laws in his/her capacity as an employee of Vaya Health. The individual filling this position shall also sign a confidentiality statement as an employee of Vaya Health.
ESSENTIAL JOB FUNCTIONS
Program Assistant Supervisor for Care Management Department:
This position shall ensure that the team is functioning and working collaboratively. The employee provides administrative oversight of team members regularly. This employee responds to community needs/requests as appropriate. This employee will complete and/or ensure completeness/compliance on NC DHHS reports as required. This may also include submitting to various Vaya Health leadership by deadlines. This employee will complete additional required documentation in relation to team activities as requested. This employee will participate in various leadership meetings as requested/needed. This employee will ensure that the team is meeting expectations as defined by Care Management Department leadership. This employee will ensure training needs of the team are met.
Program Assistant for Care Management Department:
This position shall support the Directors and other Care Management staff through coordinating care for members. This is accomplished through various care management activities like, but not limited to, assigning members to staff caseloads, interfacing with stakeholders (i.e. DSS, ADATC, inpatient hospital units) and providers for referrals to the Care Management program, coordinating care for members/beneficiaries that are involved with the legal justice system (i.e. Outpatient Commitments, Multidisciplinary Evaluations, Forensic Evaluations), uploading documents into the Administrative Health Record(s), and adding members who are not in the Administrative Health Record(s).
Administrative Support for Care Management Department:
This position shall support the Directors and other Care Management staff by providing administrative and clerical functions. The employee shall maintain files and provide support for projects as needed. This position will collect data as requested to help maintain, coordinate and evaluate Care Management Department functions. The employee will schedule, host, and participate Care Management meetings and develop and distribute information/minutes as needed. The employee will interact with members, stakeholders, providers and the general public in providing information and addressing their questions and concerns. The employee will distribute mail, monitor fax accounts, initiate internal contract process, and provide coverage for staff as requested.
Purchasing Equipment and Supplies for the Care Management Department:
This position is responsible for maintaining the inventory of equipment and supplies. Vaya uses a Purchase Order system and this position will assure that all purchase requisitions are completed prior to purchase and will submit Purchase Orders and Invoices according to internal policy. This position may act as Custodian for Petty Cash for team as appropriate. All duties in regard to purchases and petty cash will be performed in accordance with internal policy.
Other duties as assigned.
KNOWLEDGE, SKILL & ABILITIES
This position requires excellent verbal and written skills. Additionally, requires familiarity with a wide variety of software packages, and the Administrative Health Record(s). Strong interpersonal skills are required to promote good communication with staff at all levels, members and the general population. A working knowledge related to accessing a wide range of information from a variety of sources including onsite documentation as well as external resources. This position requires skill in organizing workflow. Ability to analyze and interpret policy and procedural guidelines is necessary. Intermediate level Microsoft Office software proficiency is required.
This employee should also have the ability to provide, coaching, problem solving, and oversight. This position requires the employee to have an awareness of team’s operation and communication/team dynamics.
QUALIFICATIONS & EDUCATION REQUIREMENTS
- An Associates degree or equivalent and three years of progressively responsible secretarial or clerical/administrative/office management experience
OR
- Completion of a four-year program in a college or university preferably with major emphasis on coursework in business administration, public administration, or other related field;
Additionally, incumbent must have:
--At least two years of experience in administrative assistant roles, including health care or behavioral health services and/or administration
--At least one year of experience working with or oversight of programs, operations, or training
--or an equivalent combination of training and experience.
Preferred work experience:
Experience and/or education in the healthcare field is a plus, but not required.
MENTAL/PHYSICAL REQUIREMENTS
- Close visual acuity to perform activities such as preparation and analysis of documents; viewing a computer terminal; and extensive reading.
- Physical activity in this position includes crouching, reaching, walking, talking, hearing and repetitive motion of hands, wrists and fingers.
- Sedentary work with lifting requirements up to 10 pounds, sitting for extended periods of time.
RESIDENCY REQUIREMENT: The person in this position is required to reside in North Carolina or within 40 miles of the North Carolina border.
SALARY: Depending on qualifications & experience of candidate. This position is non-exempt and is eligible for overtime compensation.
DEADLINE FOR APPLICATION: Open Until Filled
APPLY: Vaya Health accepts online applications in our Career Center, please visit https://www.vayahealth.com/about/careers/.
Vaya Health is an equal opportunity employer.