Operations Assistant

Job Description

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.

Job candidates should be aware that scammers may pose as employers and create fake job postings in order to extract personal information from individuals for financial gain. Housing Works will never ask job candidates for personal information, such as social security numbers or bank account details, over the phone. If you suspect that a job posting may be fake or wish to confirm that a job posting from Housing Works is genuine, please contact us at recruitment@housingworks.org

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: $20/hr - $23/hr commensurate with experience

Overview:

The Operations Assistant will be directly responsible for the operational aspect of all programs under the Director of Community-Based Behavioral Health Services including Remote Teletherapy, CONNECT, and 2010e Project. This includes patient referral management, patient registration, billing components for practice, tracking of programmatic trends, overseeing day-to-day proper scheduling, documentation, and day to day reporting.

Responsibilities:

Essential Functions:

• Facilitate coverage as needed for professional, efficient, and accurate scheduling of patient appointments for the Remote Teletherapy program and may include coverage on projects for other Behavioral Health programs.
• Coordinate all functions of the waitlist, including but not limited to patient outreach, waitlist tracker maintenance, waitlist reports.
• Proper screening of potential 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.
• Collaborate with and provide support to program provider(s), Director of Community-based Behavioral Health Services to ensure quality care and clinic workflows
• 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).
• Provide program related 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.
• Participate in data collection and daily reporting, not limited to but including the following:
  • Remote Teletherapy, 2010e Project, CONNECT 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.
• Oversee the behavioral health scheduling and billing within the EMR for Remote Telehealth Therapy.

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.
• Other duties as assigned

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.