Process Coordination: Ensures essential coordination of administrative processes for chemical dependency services. Provides leadership with continuous feedback on process effectiveness including variances in performance of systems, processes and people in adhering to effective administrative processes. Work with Director to prioritize lists for the service and accordingly develop Policy and Procedure. Read and interpret regulatory changes and act effectively in accordance with regulations to ensure compliance and best practices. Supervise clinical staff adherence to OMIG, OASAS and CPH documentation standards and regulatory compliance for content, timeliness and value. Ensure team and individual supervision for care and regulatory considerations including but not limited to treatment planning and discharge management. Coordinate and communicate with team members to ensure maximum length of stay and clinical appropriateness of admissions.
Communication: Ensures essential communication is composed, produced, organized and disseminated for specific recipients, including managing electronic and hard copy mail, preparation of communication and reports, correspondence to internal and external recipients, preparation of meeting agendas, information packets, minutes, responding to telephonic, electronic and hard copy communication, preparation of meeting agendas. Must demonstrate a high degree of accuracy and attention to detail at all times. Communicates with clinical staff to ensure behavioral considerations are addressed timely and appropriately. Communicate regulatory and policy and procedural changes are implemented and hard wired. Speak with dis-satisfied internal and external stakeholders addressing complaints timely and affectively while communicating with director concerns that have been raised and suggestions for improvement.
Office Administration: Create and continuously improve highly effective administrative systems, processes and procedures by analyzing current and anticipated department needs and providing an efficiently organized means of meeting identified needs. This includes, but is not limited to: quality report preparation, preparation of minutes and agendas, conducting follow up quality calls as directed, scheduling and preparing documents and support services for meetings, contributes to policy development monitoring employee time and attendance information, maintaining clinical and administrative manuals and educational material, provides support for ordering/repairing/replacing unit or department equipment/furnishing, arrange staff education conference programs/travel as directed. Demonstrates a high degree of organizational skills, problem-solving skills, internal motivation and initiative and focus on meeting quality outputs according to defined deadlines. Oversee day to day operations acting as a stand in for the director in his absence ensuring proper flow and system issues are addressed immediately and thoroughly. Track process improvement and system changes. Collaborate with director on effective implementation of regulatory initiatives. Supervise care delivery for all inpatient and psychiatric clientele. Oversee and coordinate volunteer and intern services including clinical, educational and ethical considerations.
Project Management: Assist with departmental or hospital wide committees/task forces. Manage multiple concurrent projects, processes and assignments, ensuring quality outcomes delivered on time; assist with project planning, prioritization and organization to ensure successful project focus and outcomes; follows up with others on project deliverables to ensure project/goal accomplishment within established timeframes. Establishes relationships within and across departments to optimize patient care and administrative processes. Oversee chart audits for OMIG quality indictor adherence. Provide feedback and suggestions for improvement of workflow, clinical oversite, regulatory adherence and policy and procedural issues.
Information Administration: Manage data and information, including hard copy and electronic files. Ensure confidentiality of information including, but not limited to, protected health information, release of information documentation, advance directive documentation, patient consent forms, and all other information deemed confidential by federal, state and local laws and regulations as well as hospital and departmental policy or procedures. Operates within identified scope for access, retrieval, utilization and dissemination of confidential information. Engages in proper disposal of confidential materials. Supervise clinical documentation providing feedback and ensuring compliance to regulatory need and the highest standards of the clinical documentation and record keeping. Work with director and clinical team to sustain and when able improve the delivery of services through, email, meetings and advocating to hospital administration or regulatory agencies.
Customer Service: Provides service excellence to internal and external customers through office reception practices, communication management practices, professionally managing customer needs and concerns, anticipating and responding to customer requests or making active referral to subject matter expert/decision-maker that can fulfill the customer’s request. Ability to communicate effectively in a high visibility customer service environment as a positive representative of the leader, the work group, the department and the organization. Work with the director to field complaints from internal and external stakeholders ensuring implementation and timely correction of failures of our service or communicating clearly with discernment when a customer requires clarification and scope of our practice and administrative oversite.