Responsibilities The Program Secretary is responsible for the Behavioral Health Program’s daily administrative duties and providing assistance to the Behavioral Health Program Director. The Program Secretary also has responsibility for performing Human Resources related duties such as applicant tracking and onboarding. Essential Core Functions: Answers the phone, responding to all requests for information Schedules Unit assessments, meetings and appointments as appropriate Attends Unit and Hospital meetings as directed As assigned, greets visitors, patients, and their families coming to the Unit Identifies areas needing improvement and utilizes the facility performance improvement process. Actively participates in department processes as requested Manages all CQI+ paperwork, submission, data entry, communication and audits Collects required documents for PAF/On-Board processing i.e., offer letter, ARC, non-Compete (if applicable), etc. Ensures that the most current form or version is utilized Liaises with hospital in obtaining general Hospital orientation scheduling, ensures all orientation is completed in a timely manner. Coordinates with supervisors and corporate HR during the pre/post-employment process as it relates to employee required processes and documentation Ensures new hire forms are completed/received in a timely manner, and in accordance with regulatory and policy requirements Coordinates receipt of I-9 forms to meet USCIS requirements Creates new hire/rehire personnel files, files employee documents, and ensures NSC HR has a copy of all appropriate documents for the employees’ corporate personnel files Maintains new hire packet documents and distributes as required Responds to all intake calls; records information on intake form to pass on to the Clinical Access Coordinator Manages HBIPS data auditing and collection including monthly audits of patient charts (EMR) and data entry into MHO database. Reports to director any potential shortcomings found to the Program Director Keeps materials organized and available with required information regarding unit activities. Such materials involve staff development, shift assignment reports, nightly chart audit, daily safety reports, SECURE training, incident reports Tracks all training including Core Competencies, SECURE, HIPPA, etc. Keeps current license information on file for licensed employees. Inputs daily census into HorizonPlus. Enters required data into HorizonPlus system and generates monthly reports to track and trend referral, admission and discharge data. Utilizes data to complete program’s key statistical reports and generates reports as needed for the SVPO, VPCE, program director and client hospital leadership when requested Utilization Review: initiates pre-certification calls for private insurance and managed Medicare and Medicaid plans. Also provides concurrent reviews throughout the patient’s stay. Tracks utilization review outcomes. Manages insurance appeal process and works with hospital Denial Management Coordinator Prepares payroll documents including time sheets, Verification of Hours, exemption reports, PAFs. Keeps all records organized and available to the Program Director as needed. Performs daily time clock adjustments Ensures facility is safe and reports deficiencies to the Program Director Ensures confidentiality of all information encountered Aids in the admission process by coordinating with business and admitting offices. Gathers relevant descriptive and financial information as needed and routes information to appropriate personnel Strives to make productive use of time through careful coordination of assigned tasks, setting priorities, and reducing non-essential interruptions in order to be responsive to the needs of the Units and the Program Director. Promotes and develops positive, professional interaction with peers, senior management, and staff through effective written and verbal communication, listening, and feedback in times of organizational change Reviews newly admitted patient accounts for eligibility and authorization daily. Corrects issues identified and reports errors to the Program Director Assists in submission of reports and requests for documents from various regulatory agencies; re: PA Dept. of Health, CAP and Joint Commission Prepares and disseminates monthly reports and completes required follow up on activities on behalf of the Director. Prepares and submits all operational tasks/documentation (census report, PIORS) as required by the corporate offices Regularly collects data to provide input and/or feedback to appropriate customers/suppliers (i.e., teams, supervisors, co-workers, vendors, nursing agencies) to improve work Assists the Program Director in maintaining the budget for the Behavioral Health Administration’s cost center Manage all aspects of HBIPS data auditing and collection including monthly audit of patient charts (EMR) and data entry into MHO database. Report any concerns to the Program Director Maintains schedule for filing court paperwork and hearings. Works closely with court personnel to maintain good relationships Reviews and evaluates all incoming invoices and expense reports to verify accuracy before forwarding to the appropriate recipient Classifies, sorts and files correspondence, records and other documents Orders all office supplies Oversees all maintenance on office related equipment Facilitates special events as needed Other duties as assigned Benefit Highlights for full-time positions: Competitive Compensation Excellent Medical, Dental, Vision, and Prescription Drug Plan 401(K) with company match and discounted stock plan Long and Short-term Disability Flexible Spending Accounts; Healthcare Savings Account Life Insurance Career development opportunities within the company Tuition Assistance Rewarding work environment – Enjoy going to work every day! EEO Statement All UHS subsidiaries are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates. UHS subsidiaries are equal opportunity employers and as such, openly support and fully commit to recruitment, selection, placement, promotion and compensation of individuals without regard to race, color, religion, age, sex (including pregnancy, gender identity, and sexual orientation), genetic information, national origin, disability status, protected veteran status or any other characteristic protected by federal, state or local laws. We believe that diversity and inclusion among our teammates is critical to our success. Notice At UHS and all our subsidiaries, our Human Resources departments and recruiters are here to help prospective candidates by matching skillset and experience with the best possible career path at UHS and our subsidiaries. We take pride in creating a highly efficient and best in class candidate experience. During the recruitment process, no recruiter or employee will request financial or personal information (Social Security Number, credit card or bank information, etc.) from you via email. The recruiters will not email you from a public webmail client like Hotmail, Gmail, Yahoo Mail, etc. If you are suspicious of a job posting or job-related email mentioning UHS or its subsidiaries, let us know by contacting us at: https://uhs.alertline.com or 1-800-852-3449. Qualifications Job Specifications: Education, Certification/Licensure, and/or Experience High school or GED One to five years of experience in a similar position and/or industry Knowledge, skills, and abilities required Proficient in software applications Effective presentation skills Valid driver’s license and use of an automobile required Language Skills Excellent written and verbal communication and presentation skills Ability to read and comprehend moderate to complex instructions and correspondence Ability to write detailed correspondence Ability to effectively present information in one-on-one and small group situations to Program leadership, employees, clients, providers, vendors, etc.