ADMINISTRATIVE CLINICAL COORDINATOR

Job Type: Full-time
Location: Philadelphia
Compensation: Pay Grade 18
Unit: JJPI
Date: 8/4/2014

Contact:

Please send your resume and cover letter to:

Peter Simonsson
Joseph J. Peters Institute
100 South Broad Street,
17th Floor
Philadelphia, PA 19110
215-701-1575
No phone calls please.

PRIMARY FUNCTION:
• Coordinates Case Management Depattment at the Joseph J. Peters Institute.
• Coordinate the collection, evaluation, and dissemination ofperfonnance data relative to specified quality improvement programs.
• Provides administrative supervision of clinicians working with children and adolescents suffering from sexual abuse or sexual behavior problems.
• Monitor the quality of clinical care delivered to the clients of JJPI.
• Coordinate service delivery for child and adolescent clients between service agencies


MAJOR JOB CRITERIA AND PERFORMANCE  STANDARDS: CASE MANAGEMENT:
• Under general supervision, coordinates Case Management Department
• Provides administrative supervision of clinicians working with children and adolescents suffering from sexual abuse or sexual behavior problems.
 * Assists in developing training programs for other staff.
 * Assists in developing and implementing new, innovative program strategies.
 * Completes and provides weekly as well as monthly statistical repmts.
 * Devises attendance contract with client after third unexcused missed appointment.

• Provide initial case management services clients.
 * Process pre-service files in the case management database for tracking throughout the therapeutic process, including those cases that have not been recommended for treatment.
 * Assign cases to both individual and group therapists in correspondence with the recommendations made by the evaluation team.
• Compose treatment orientation group and aftercare group letters to be sent to cases recommended for the Youth Safety and Responsibility division of the program.
• Mail letters to clients or their legal guardians as well as provide outreach to external agencies involved in the case (i.e. Depattment of Human Services or Juvenile Probation) in order to inform them of the recommendation for group.

• Track clients' attendance to group therapy until they have been assigned to an individual therapist.
 * Follow up with legal guardians and external agencies (see above) when clients fail to attend group therapy during this tracking.

• Track clients' attendance to individual therapy until they have developed a consistent attendance record.
 * Outreach to clients who have failed to attend individual therapy for a period of time.
 * Outreach to clients and the appropriate external agencies when clients who may be at risk to sexually act out fail to attend therapy for a period of time.

• Provide ongoing case management services as needed to clients receiving therapy by working with numerous clinical therapists and psychiatrists.
 * Train fee-for-service and student therapists in addition to psychiatrists in the standard use
of JJPI forms both tangible and electronic as well as the structure and content of the medical charts constructed in accordance with agency, managed care and licensing requirements.
 * Development and improvement of manuals for case management and fee-for-service therapists with relevant case management information.

• Manage and provide correspondence as well as notation during scheduled clinical meetings and group supervisions.

• Complete clinical documentation, with supervision, as needed.

• Provide additional outreach in combination with the therapists' efforts to schedule sessions with clients.
 * Conduct daily reminders telephonically of all appointments scheduled for the next work
day.
 * Coordinate with therapists and psychiatry when discrepancies in treatment scheduling occur.
 * Outreach to clients when therapists or psychiatrists are unable to attend sessions.
 * Reschedule medical appointments for clients with psychiatric needs when psychiatrists are unable to attend sessions.
 * Outreach to clients to discuss the state of their medication in the event their appointment has been rescheduled.

• Track and coordinate psychiatric pape1work from the therapists to psychiatry.
 * Receive and organize psychiatric paperwork from therapists in anticipation of appointments.
 * Outreach to clinicians providing reminders for upcoming psychiatric appointments.
 * Distribute psychiatric paperwork to the appropriate psychiatrist on the day of
appointment.
 * Submit completed psychiatric paperwork to Medical Records.

• Track the transfer of clients from phase to phase of treatment.
 * Track clients during a transfer from assigned therapist to the next in the case management database, and ensure a smooth transition.
 * Track clients as they exit treatment through the case management database.
 * Track discharge material through Microsoft Excel as it is completed by the therapist and submitted to Medical Records.

• Develop and implement innovative techniques to serve the clients of JJPI more effectively.
 * Develop and distribute surveys regarding various aspects of the agency to clients.
 * Track the results of surveys in order to inform discussion about options for improvement.

• Develop and maintain professional relationships with other agencies and external stakeholders including administrative oversight (e.g., Department of Human Services, Community Behavioral Health, etc.) in accordance with agency, managed care and licensing requirements.

• Coordinate monthly repmis to be distributed to juvenile probation for clients in the Youth Safety and Responsibility division of the program.
 * Receive monthly reports both tangible and electronic.
 * Scan and save electronic copies of each monthly report in a case management protected folder on the JJPI server.
 * Distribute monthly report to juvenile probation, requested attorneys, and the appropriate presiding honorable judge via fax or email.
 * Track the distribution in both the case management database and the PHMC registry.
 * Submit the monthly report to Medical Records.
 * At the start of each month, follow up with therapists and request outstanding monthly reports until the tracking is complete.

• Coordinate quatierly treatment plans to be distributed to the depattment of human services and juvenile probation for all clients.
 * Submit quatterly treatment plans to psychiatry for their supervising signature.
 * Scan and save electronic copies of each quatterly treatment plan in a case management protected folder on the JJPI server.
 * Distribute quarterly treatment plans to juvenile probation officers and Department of Human Services social workers for each client.
 * Track the distribution of quarterly treatment plans in both a case management Excel file and the PHMC registry.
 * Submit the monthly repmt to Medical Records.
 * At the start of each quarter, follow up with therapists and request outstanding quarterly treatment plans until the tracking is complete.

• Assist supervisor in preparation for necessary court hearings including gathering and organizing the necessary paperwork and informing therapists of upcoming court dates.

• Coordination of new fee-for-service and student employees and training.
 * Outreach to applicants for fee-for-service therapy and evaluation positions as well as practicum positions for students.
 * Coordinate with supervisor schedules and schedule interview appointments.

• Train fee-for-service and student therapists in addition to psychiatrists in the standard use of JJPI forms both tangible and electronic as well as the structure and content of the medical chatts constructed in accordance with agency, managed care and licensing requirements.

• Logisticare.
 * Performs all duties with regards to Logisticare which includes;
 * Faxing New Standing Order Forms every Friday to Logisticare so that our clients may receive their services, along with entering corresponding progress notes for each client as an indicator that the forms were faxed (processing 20-30 forms per week).
 * Reviewing client attendance and completing monthly Verification Forms to be faxed back to Logisticare (middle of each month).
 * Receiving Logisticare passes and double checking them for accuracy. This also includes notifying all clinicians when the passes arrive.
 * Tracking and sending unused Logisticare forms back to Logisticare after the first week of every month. This also includes notifying individual clinicians if their client's passes were sent back due to lack of attendance.

• 12th Week Tracking.
 * Responsible for tracking clients to their 12th session.
 * Prepares testing material every morning for that day's 12th sessions based on age and sex of the child (CBCL, TSCC, and TSCYC testing materials).
 * Distributes 12th week packets to the front desk and be given to the clients as they arrive
for their appointment.
 * Collects completed testing materials from the clinicians and enters results into SPSS for statistical analyses.
 * Maintains SPSS database; including cleaning and organizing data, assessing validation between scorers, and running analyses.

• Staff and Student Recruiting.
 * Responsible for reviewing applicants for fee-for-service, full-time candidates, and graduate level students in clinician and evaluator roles.
 * Responsible for contacting potential candidates and gathering more information regarding their population of interest.
 * Coordinates interview scheduling with applicants and Supervisors.

• Drexel Co-op. Program.
 * Act as Liaison between JJPI and Cooperative Extension Coordinator at Drexel University.
 * Oversee the recruitment of candidates for the Drexel Co-op. position.
 * Schedules and interviews qualifYing candidates.
 * Rank prospective Co-ops and patticipate in the selection process with the CAP Director

• Inventory.
 * Conduct inventory of clinical and evaluative testing materials.
 * Orders testing and screening materials when necessary.
 * Organize materials for easy access.

• Technical  Suppott.
 * Provide therapists and psychiatry with basic technical support.
 * Inform them of methods for accessing forms and basic electronic procedures (i.e. fee-for­ service invoices, protected reports, etc.).
 * Facilitate coordination between clinicians and IT to troubleshoot technical issues.

QUALITY ASSURANCE COORDINATION:
• Under general supervision, coordinates the collection, evaluation, and dissemination of performance data relative to specified quality improvement programs within a patient care
 
facility.
• Designs and conducts quality review audits as appropriate to the facility or service; performs or coordinates chmt and/or other medical record reviews and records and/or abstracts specific
relevant data as appropriate.
• Generates and/or coordinates the development of various reports regarding performance against quality indicators, as appropriate to the individual position.
• Patticipates in the planning, development, coordination, and presentation of specific training and educational programs as appropriate to the quality assurance needs of the facility or service.
• Attend weekly Youth Safety and Responsibility Meetings and CAP Supervisor's Meeting to ensure continuity of quality assurance across multiple departments in the clinic.
• Attend monthly TQM Meetings to present numbers regarding census and referrals as well as to build continuity of quality assurance across both the CAP and Adult programs.

EDUCATION & EXPERIENCE:
• B.A. in Psychology, with a significant amount of coursework in the field as well as a minimum of 2 years experience working on a research team in PTSD or a related topic area in
psychopathology.
• Prior Case Management experience required .
• SPSS as well as SAS is required as is programming experience .
• Demonstrated knowledge of Macintosh and Microsoft Windows .
• Ability to conduct statistical analyses
• Functional knowledge of:
 * Managed Medicaid payer systems.
 * Family Court both dependent and delinquent systems.
 * Department of Human Services and Behavioral Health Systems.
 * Philadelphia Community Mental Health System.
• Demonstrated knowledge ofHIPPA security and compliance standards .


CERTIFICATION, LICENSE, OR OTHER QUALIFICATIONS:
• Experience with human service systems.
• Knowledge of resources available to staff and clients that enhance, coordinate, and complement
the services provided at JJPI.