Housing Works requires employees working in our Health Services division to be fully vaccinated against COVID-19, unless approved for a legal accommodation. If you need an accommodation for any reason, including related to this job requirement, please contact Human Resources.
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Housing Works was founded in 1990; With a long-term commitment to AIDS advocacy. Housing Works established New York State’s first harm reduction-based, OASAS-licensed outpatient drug treatment program. Other services include Health Home care management, behavioral health, and syringe exchange programs. A pioneer in the social entrepreneurship movement, Housing Works operates 10 high-end thrift shops in Manhattan and Brooklyn and a much-loved Bookstore Cafe in Soho. For more information, visit www.housingworks.org
Housing Works fights for funding and legislation to ensure that all people living with HIV/AIDS have access to quality housing, healthcare, HIV prevention, and treatment, among other lifesaving services.
Benefits:
We have three comprehensive healthcare plans to choose from based on your priorities and budget. Housing Works covers most of the plan; you pay a portion, based on your salary. Staff begins accruing PTO immediately for a total of up to 30 days earned in the first year. We offer employees an educational benefit. This money is available for tuition loan reimbursement, tuition costs, and text books.
Housing Works provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements. Housing Works complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. Housing Works also does not request prior salary information during the hiring process. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
This position is included in a bargaining unit of Housing Works’ New York City employees represented by a labor union known as the Retail Wholesale and Department Store Union (“RWDSU”). Accordingly, the RWDSU has the exclusive right to bargain over the terms and conditions of employment related to this position and this position may become covered by the terms of a collective bargaining agreement (a “CBA”) between Housing Works and the RWDSU
Compensation Range: $18/hr - $20/hr commensurate with experience
Overview:
The Operations Assistant will be directly responsible for the operational aspect of all programs under the Director of Psychotherapy Iniatives including the Article 28 Psychotherapy, ENY IOS/OASAS programs and MOCJ Hotels Behavioral Health programming. It will include the patient referral management, patient registration, billing components for the practice, tracking of programmatic trends, overseeing day to day proper scheduling, documentation, and day to day reporting.
Responsibilities:
- Facilitate coverage as needed for professional, efficient, and accurate scheduling of patient appointments for ENY OASAS and IOS ENY Health Center clinic, A28 Downtown Brooklyn Health Center clinic, MOCJ BH Teams and any other programs under Director of Psychotherapy Initiatives.
- Proper screening of potential ENY OASAS, ENY IOS and A28 DBHC appointments and referrals
- Review schedules for daily visits report, to reduce missed opportunities and support in maintaining patients in care. Oversee the monitoring of Housing Works No Show Policy and Procedures.
- Coordinate outreach visits and for no-shows/ cancellations.
- Collaborate with call center and front desk teams to troubleshoot scheduling conflicts and identify areas for improvement for the scheduling process.
- Collaborate with and provide support to Assistant Directors, Director of Psychotherapy Initiatives and Health Center Directors to ensure quality care and clinic workflow
- Review schedules for daily visits report. Coordinate outreach for no-shows/ cancellations.
- Answer all incoming calls in a pleasant and proper manner, direct calls to the appropriate person or department.
- Manage mail pickups/deliveries to branch offices, as needed.
- Ensure timely handling of scanning and ensure regular upkeep and labeling of all documents in appropriate EHR (eCW and eIcare).
- Greet all incoming visitors and arrange interviews and meetings as necessary.
- Maintain a clean, presentable, and functioning office space.
- Provide administrative support to Health Center Director. Registration and Scheduling Administrative/Quality Assurance
- Assist and coordinate coverage between clinics as needed.
- Dedicated to meeting the expectations of internal and external customers, for a positive experience for all.
- Understands the needs of patients, effectively provides assistance as needed, demonstrates the ability to de-escalate clinic concerns and reports to the Director as needed.
- Opening and processing all emails/mail including medical records request, SSI, etc. 2
- Participate in data collection and daily reporting, not limited to but including the following: A.28, OASAS and IOS Clinic Visits Profitability (i.e. tracking various reimbursement rates for different billable visits)
- Participates in department meetings as assigned including taking minutes
- Completion of weekly Utilization Report to track utilization of providers time, as needed Work collaboratively with our billing department to correct billing and coding errors
- Perform additional duties and support to office staff when needed
- Will oversee the behavioral health scheduling and billing within the EMR for A.28, OASAS, IOS and MOCJ BH teams HR & Compliance
- Coordinate all subpoena’s through the organization Compliance Officer.
- Reads and adheres to all organizational policies and procedures and follows Employee Handbook guidelines.
- Oversee compliance with capture of contact referring source if clinical information is needed.
- Point person for all auditors
- Check all patient information in ECW and EI-Care is entered correctly (not limited to Medical Record Number, insurance, PCP).
- Maintain contact through coordination and collaboration with Community Partnerships and other internal departments to maximize patient visits.
- Participates in advocacy.
- Adheres to and participates in the mandatory HIPAA Privacy Program and Employee Compliance Program.
- Escalate matters to supervisor and health center director as necessary.
- Adherence to Housing Works Core Values All-In, Stronger Together, Membership, High Performance.
- The above is intended to describe the essential job functions, the general supplemental functions and the essential requirements for the performance of the job. It is not to be construed as an exhaustive statement of all the job functions.
Job Requirements:
- Bachelor’s Degree or its equivalent
- Two to four years experience in the field or in a related area
- Excellent communication skills with internal and external customers.
- Organized and capable of working in a fast-paced environment.
- Sets calm and organized tone for front desk area and waiting room.
- Skilled in interpersonal relationships with a culturally diverse population.
- Follow up and reminder phone calls and written correspondence with patients.
Competencies:
- Two to four years experience in the field or in a related area
- Excellent communication skills with internal and external customers.
- Organized and capable of working in a fast-paced environment.
- Sets calm and organized tone for front desk area and waiting room.
- Skilled in interpersonal relationships with a culturally diverse population.
- Follow up and reminder phone calls and written correspondence with patients
Essential Physical Demands/Working Conditions:
- Must be able to remain in stationary position 50% of time.
- Frequently move about inside the office to access file cabinets, paperwork, office machinery, etc.
- Some travel between sites may be required
- Frequently stoops, bends, or reach to access files or retrieve other documents.
- Constantly operates a computer and other office productivity machinery such as calculator, copy machine and computer printer.
- Frequently communicates (exchanges information, converse with, express oneself to) with subordinates, vendors, supervisors, community at large, patients regarding treatment, management, incidents, reporting, advertise services.
- Must be able to determine accuracy of reports (figures, balances, documentation) perceive risk, discern agitation of patients and deescalate any situation, judge, observe and assess situations germane to residence/case management operations 80 – 85% of the time.
- Excellent verbal and written communications skills; articulation and instruction of policy procedure and practice.
- Frequently exchange information in communication with individuals who are agitated, confrontational or difficult patients and staff from a variety of socio-economic, cultural and religious background.
- Noise level is moderate
- In the office 60-80% of the time, 120 Lawrence St and/or ENY Health Center primary location. This position may not be performed remotely.
- Must operate cell phone or other technology to determine appropriate response to supervisor, co-workers, patients, community partners and other external care providers.
- Occasional to frequent exposure to inclement weather when conducting field work.
- Occasional to frequent exposure to patients with infectious diseases.
Job Type: Full-time
Pay: $18.00 - $20.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Parental leave
- Professional development assistance
- Referral program
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person