Administrative Supervisor 2

CENTRAL LOUISIANA HUMAN SERVICES DISTRICT

CLHSD oversees delivery of mental health substance use and intellectual and developmental disability services in our 8 parish area: Avoyelles Catahoula Concordia Grant LaSalle Rapides Vernon and Winn.

Selected Preferred Competencies:

• Accepting Direction: The ability to accept and follow directions from those higher in the chain of command.
• Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.
• Focusing on Customers: The ability to serve the needs of those who support and/or rely on the services provided.
• Following Policies and Procedures: The ability to comply with policies and procedures of the organization as well as State Civil Service rules and all applicable federal and state laws.
• Influencing Others: The ability to have an intentional effect on aligning stakeholder opinions and behaviors with the goals of the organization.
• Leading Change: The ability to initiate manage influence and evaluate change.
• Leading Effective Teams: The ability to guide and motivate a team to create plan for and achieve goals.
• Managing Conflict: The ability to recognize and navigate disagreements in a rational unbiased and productive way.
• Managing Performance: The ability to direct and to evaluate the work of employees.
• Training Others: The ability to facilitate the acquisition of workrelated knowledge and skills in an effort to improve employee performance.

Job Duties:

The incumbent is responsible for the daily operations of the following departments at the Behavioral Health Clinic Alexandria and Behavioral Health Clinic Jonesville:

• Reception/Centralized Scheduling
• Intake/Fee Assessment
• Children Services

This position plans develops organizes implement and direct daytoday functions of the two clinics and its programs and activities to insure compliance efficiency and patient satisfaction.

Is responsible for the efficiency of the Centralized Scheduling of multiple behavioral health clinicians assessing and routing phone calls and collecting demographic information for clients at the Alexandria Clinic. This position is also responsible for the accuracy of the fee assessment services at the largest CLHSD clinic which is directly related to the ability to collect selfgenerated revenue. The position provides support for Childrens Services by handling admissions assisting with the mental health Cash Subsidy program and working closely with the Children Services supervisor.

The position is subject to and is responsible for ensuring compliance with statutory guidelines (Medicaid Medicare Federal Block Grants Affordable Care Act HIPAA etc.) CARF regulations agency policies and procedures for billing activities and SOS Records rules and regulations.

Incumbent shall stay abreast of all new billing rules and regulations as well as policies and procedures of all third party payers Clearinghouses and Federal and State laws as they relate to Medicaid Medicare Private Insurance Selfpay Clients and other responsible parties.

Essential Duties:

50%Reception/Centralized Scheduling: Provides direct line supervision to four (4) Administrative Coordinators who handle incoming phone calls reception appointment scheduling updating demographic information and perform necessary clerical duties for the reception process. Assist with the management of the appointment schedule including scheduling appointments staff leave meetings and conferences in electronic database. Monitors process and makes decisions to improve services for clients. Serves on work groups or management teams as needed to change processes or implement new initiatives such as the patient portal. Makes independent decisions throughout the day or consults with clinic manager as needed to deescalate situations promote a welcoming atmosphere provide referrals and adjust the schedule to allow the most efficient access to care. Ensures that clients needs are met promptly. Obtains and responds to requests for information. Assigns aftercare packets to a scheduler to complete scheduling process. Maintains log of Aftercare Packets and ensures all information is uploaded and appointments are made within 24 hours Serves as first line of support to schedulers and fee assessors before contacting the clinic manager.

Intake/Fee Assessor Department: Provides direct supervision to intake/fee assessor supervisor one (1) Administrative Coordinator 4 who manages the fee assessment department consisting of two Administrative Coordinator 3s. Work closely and communicates daily with fee assessor supervisor (AC4) to address issues of scheduling documents in EHR issues with clients during fee assessments cross training of schedulers and fee assessors.

Works closely with billing manager (Administrative Program Manager 1) to ensure fees are collected at the time of service rendered and that all information necessary for billing is correct and uptodate. Ensures that client orientation is conducted thoroughly and that the appropriate forms are executed. Manages processes that result in current fee information is recorded with yearly updates required.

Cross Training:

Ensure proper cross training of job duties for all leveled administrative coordinators between scheduling department and fee assessing department for diversifying duties and expanding roles of administrator coordinator staff with the Alexandria clinic and the Jonesville clinic.

20%Childrens Services: Reviewing aftercare appointments from outside facilities for childrens services and establishing them with their clinical care team. Ensuring all records are reviewed uploaded and prepared for staff per aftercare policy. Performing intake of all potential childrens mental health patients. Performing proper collection of chart information and establishing them as pending clients with scheduled appointments.

Flexible Family Fund:

Responsible for the Flexible Family Fund Program for the Behavioral Health section of CLHSD.

Maintains the Flexible Family Fund Service Request List of approximately 27 active slots; with 2530 names Flexible Family Fund request for Services waiting list of those children whose names were put on the request list (by postmarked date that their application was mailed in)

Responsible for new Cash Subsidy cases for eligibility determination process as Flexible Family Funds slots become available.Reviews all eligibility determinations documents completed for accuracy and completeness to ensure that a child has met or not met the eligibility criteria for participation in the Flexible Family Fund Program.

Reviews all information completed for entry into the Participant Services Database.

Reviews all agreements amendments and cancellations for completeness and accuracy to ensure that all information especially the dollar amount of the agreement is correct.

Ensures the mailing of quarterly monitoring and Annual Parent Report to the responsible party of a child who is receiving Flexible Family Funds.

Reviews all annual eligibility documentation (current IEP DD Checklist and Universal Screening Instrument) relating to the childs continuation of eligibility to receive Flexible Family Fund.

Reviews all documentation relating to any Flexible Family Fund appeal and attends the appeal hearing when necessary.

Stays abreast of current rules and regulations and interprets all changes relating to Flexible Family Fund policy and procedures. Ensures Supervisor of Children Services is aware of changes.

Tracks Flexible Family Fund dates as it relates to number of current recipients number of age outs/discharges number of Flexible Family Fund slots unfilled number of eligibility determinations number of eligible/ineligible and number of pending decisions.

Investigates and resolve problems with Flexible Family Fund payments. Corresponds with staff of Louisiana Family Services Inc. to inquire on status of an individuals payment and if payment has or has not been received in the regular scheduled period. Request is made for a stoppayment/reissue of payment as needed.

20%Responsible for Voter Registration Declaration forms and Voter Registration cards. Maintains copies of Declaration forms. Compiles National Voter Registration Act (NVRA) quarterly reports

Serves as backup to scheduling and fee assessment departments.

Screens calls and walkins and refer to appropriate agencies as needed.

10%Accepts and performs other duties as assigned by supervisor or other management staff. Adheres to all rules regulations policies and procedures of Civil Service LDH and CLHSD.

This position will be located in our Behavioral Health Clinic in Rapides Parish.

Job #208692 Position #127595

This position utilizes diverse clerical supervisory and support skills under the supervision of the Mental Health Center Manager B.

The incumbent is responsible for the daily operations of the following department at the Behavioral Health ClinicAlexandria and Behavioral Health ClinicJonesville:

• Reception/Centralized Scheduling
• Intake/Fee Assessment
• Children Services

This position plans develops organizes implement and direct daytoday functions of the two clinics and its programs and activities to ensure compliance efficiency and patient satisfaction.

Is responsible for the efficiency of the scheduling of multiple behavioral health clinicians assessing and routing phone calls and collecting demographic information for clients at the Alexandria Clinic. This position is also responsible for the accuracy of the fee assessment services which is directly related to the ability to collect selfgenerated revenue. This position provides support for Childrens Services by handling admissions assisting with the mental health Cash Subsidy program and working closely with the Children Services supervisor.

This position is subject to and is responsible for ensuring compliance with statutory guidelines (Medicaid Medicare Federal Block Grants Affordable Care Act HIPAA etc.) CARF regulations agency policies and procedures for billing activities and SOS Records rules and regulations. Incumbent shall stay abreast of all new billing rules and regulations as well as policies and procedures of all thirdparty payers Clearinghouses and Federal and State laws as they related to Medicaid Medicare Private Insurance Selfpay Clients and other responsible parties.

This position may be filled as a:

• Probational Appointment
• Promotion (open to all statewide classified and agency wide permanent status employees)

Current permanent status classified state employees may be required to accept a Probational appointment if selected.

You must include all relevant education and experience on your official State application. You must describe your actual duties as you will not be qualified based on job title alone. A resume upload willNOT populate your information into your application.

Work experience left off your electronic application or only included in an attached resume is not eligible to receive credit.

All prospective new hires are required to pass a drug screening and a criminal background check.

All prospective new hires will be subjected to employment eligibility verification via the federal governments EVerify system.

Applicants will be asked to serve a probationary period of not less than 12 months and not more than 24 months.

No Civil Service test score is required in order to be considered for this vacancy.

To apply for this vacancy click on the Apply link above and complete an electronic application which can be used for this vacancy as well as future job opportunities. Applicants are responsible for checking the status of their application to determine where they are in the recruitment process. Further status message information is located under the Information section of the Current Job Opportunities page.

*Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.*

For further information about this vacancy contact:
Shawanda Gordon
CLHSD / Human Resources Specialist
P. O. Box 7118 Alexandria LA