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- The ACT Program Assistant facilitates daily operations of ACT, organizes, coordinates, and monitors all clinical and non-clinical operations of the team, including managing medical records, maintaining accounting and budget records for consumer and program expenditure, triaging and coordinating communication in a supportive manner to team members and clients. Using the Staff Daily Schedule, the ACT Program Assistant helps coordinate changes in schedules and accommodates unforeseen client needs.

Essential Duties:

• Completes all required trainings.
• Reads agency emails at least twice daily.
• Reports to work on time as scheduled and at the location assigned.
• Greet clients, consumers and visitors. Schedule psychiatrist appointments for clients in the EHR. Prepare psychiatric appointment schedule in HER and print weekly for the ACT Team. Coordinates/creates HIPAA compliant sign-in sheets for psychiatrist appointments.
• Provide coordination, support and monitoring of all clinical and non-clinical team operations.
• Provides clerical and customer service related activities including coordination and preparation of outings and events.
• Creates spreadsheets and other documents to facilitate and maintain ACT Program efficiency.
• As instructed, completes daily visits schedule on dry erase board.
• Coordinates with ACT Program Manager to complete ACT Monthly Reports within required timeframe.
• Document and deliver messages to appropriate team members. Retrieve voicemail messages and forward to appropriate team member.  Communicate messages to team members in the field.  Prepare outgoing mail and correspondence, including e-mail and faxes.  Route incoming interoffice mail to appropriate personnel or department upon receipt.  Releases outgoing interoffice mail to agency courier.

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Responsibilities include, but may not be limited to the following:

• Order food as authorized and requested by supervisor for group meetings and other ACT Program functions.
• Order office supplies as authorized by supervisor and/or Chief Clinical Officer
• Maintains a clean and clutter-free office/kitchen environment and informs Program Manager of needed improvements and/or repairs.
• Track and complete client spend-down forms; fax to Michigan Department of Health and Human Services. Make copies of client insurance cards, and identification.  Track, verify and obtain monthly insurance information through computer system.
• Maintains electronic medical records of all clients. Forward record requests to medical doctors (primary care physician) at least annually as requested by team members.  Scan all completed paperwork in client charts. 
• Coordinate the use of ACT Program finances, bills, and petty cash. Complete ACT Program banking business/transactions.  Process clinician reimbursement request form.  Record client payments (mail or in-person) in receipt book.
• Assist clients with completing entitlement paperwork, prior authorization for medication, and other non-clinical forms as requested by ACT Team members.
• Protect client privacy by ensuring and adhering to all HIPAA rules and regulations.
• Completes all other duties as assigned.