Assistant Manager

Schedule : Mon, Tue Thu 12PM-8PM, Wed Sun 10AM-6PM

Position Summary :

Office manager, responsibilities include organizing, coordinating and monitoring all nonclinical operations of ACT.  Providing receptionist activities including phone calls, coordinating communication between the team and clients, and assisting clients, their families and agencies to get answers to questions; maintaining accounting and budget records for client and program expenditures and operating and coordinating the management information system.

Essential Accountabilities :

• Compile monthly billing
• Record admissions and discharges, input into EHR along with insurance information.
• Prepare letters to request medical records and client authorizations and maintain log of requests and records received.
• Schedule psychiatrist appointments, if applicable.
• Confirm group attendance
• Complete on call schedule, if applicable.
• Complete transportation requests
• Compile list of missing progress notes weekly.
• Update logs
• File documentation in charts / EHR.
• Keep HER record up to date with consumer information.
• Assist nursing staff with prior authorizations.
• Collect necessary data and prepare reports.
• Manage and operate petty cash and service dollars, document all cash transactions with receipts signed by clients upon receiving cash.
• Types a variety of routine program correspondence (e.g., letters, memoranda, forms, grants, bills, applications, and reports), ensuring correct spelling, punctuation, and grammar.
• Receives, screens, takes messages, or routes incoming telephone calls to appropriate staff.  Responds to routine questions regarding the program.
• Receives, read, sorts, and distributes, for example : incoming mail, phone messages, paychecks, metro cards.  Logs and maintains accurate records of distributed materials.  Prioritizes mail, taking notice of required actions and due dates.  Prepares outgoing mail for delivery.
• Sets up, organizes, and / or maintains computerized and physical alphabetical, numerical, and / or chronological files used by program staff.  Controls confidentiality of files, as necessary.
• Sends and receives faxes; make copies and performs other routine clerical duties.
• Resolves routine problems; refers other matters to appropriate staff.
• Attends designated meetings; takes and accurately transcribes minutes and forwards to supervisor.
• Monitors inventory levels of office supplies; prepares requisitions; places approved orders; receives and stocks supplies.
• Collects and verifies data; keys data from a variety of source documents to update and maintain program files and records. Generates routine computerized reports.
• Maintains working environment in a safe and orderly manner.
• Follows program and crisis intervention protocols, as needed.
• Maintain a high level of confidentiality.
• Participate in OMH approved / required ACT Orientations and Trainings.
• This does not limit the assignment of duties or exclude the performance of other duties not mentioned as assigned by supervisor, the Team Leader, Deputy Director, Director, and / or Senior Management.
• Responsible for reporting and documenting all incidents to immediate supervisor within 24 hours.
• Responsible for maintaining up to date information into the Vello Health software application.

Qualifications :

About WellLife Network :

ABOUT US : Since 1980, WellLife Network, has been meeting the growing challenges of individuals with intellectual / developmental disabilities and mental illness. Our multidisciplinary approach and centralized referral process help to ensure that each person we serve receives the appropriate range of services and level of care, with an individual treatment plan, coordinated by highly competent and supportive case management professionals. In its early years, WellLife Network operated and maintained community residential facilities for people with developmental disabilities and mental illness, and provided programs of care, service, habilitation, rehabilitation, and social and recreational activities, in a home-like environment. Partnerships Make It Happen For almost four decades, WellLife Network has changed, evolved, and expanded, while remaining true to its mission of meeting the diverse needs of New York communities, businesses, and society and assisting those we serve to achieve greater personal and economic independence. WellLife Network has a long and valued tradition of working in partnership with the government, the business community, private philanthropy, and our colleagues in the nonprofit sector to offer proactive responses to society’s social and economic challenges. Since its founding, the WellLife Network culture has been marked by program growth and organizational development. A Network of Services - A Culture of Caring and Best Practices Today, with an annual operating budget of $100 million, a workforce of 1,800 staff, interns, and volunteers, and an affiliate subsidiary company, WellLife Network delivers critical services in the areas of behavioral health, intellectual / developmental disabilities, housing, co-occurring substance abuse behaviors, family support, vocational training, and care management. These services meet the pressing needs of more than 25,000 individuals and families annually, some 2,000 New Yorkers every single day. A culture of caring, best practices models, a spirit of innovation, and a commitment to measuring results and producing high returns on investment drive our work. A key element to our successful growth is our focus on technology, financial viability, and quality assurance – critical infrastructure supports that enable WellLife Network to deliver services with cost-efficiency, effectiveness, transparency, and accountability in a manner that mirrors the standards of high-performing business enterprises.