Program Assistant - Trilogy Inc

For more than 50 years, Trilogy has provided people across Chicago and beyond with support to recover from mental illness and move toward stability. We provide our clients with an array of essential services and ongoing support so that they can live independently and thrive in our community. Trilogy’s mission is to enable people in mental health recovery to build meaningful and independent lives through comprehensive and integrated care. We envision a society where everyone impacted by mental illness is valued, embraced, and supported holistically, systematically, and culturally; where the stigma of mental illness is eliminated; and where quality of care is not determined by socioeconomic status.

 

The Program Assistant will provide on-site administrative support, clerical support and site management to the outpatient therapy programs located at Trilogy's office in Chatham (Child & Adolescent Services, Psychological Testing, Outpatient Services-South, Substance Abuse Services.  The Program Assistant will manage systems of communication and documentation between the clinical teams and administrative needs which ensure compliance while maintaining a professional and efficient relationship.  They will work out of Trilogy's location in the Chatham neighborhood during the following days/times – Monday-Friday, 9:30AM-6PM or 10AM-6:30PM based on program need.  Overall schedule may change based on program need.

Essential Responsibilities

• Provide administrative and clerical support for the outpatient therapy programs located out of Trilogy's office in Chatham (e.g. documentation reminders, reporting of direct service numbers and client outcome measures, calendar maintenance, faxing, etc.)
• Provide support to outpatient leadership around team operations (e.g. attendance at team meetings, leading/co-leading of meetings/events, maintenance of contact lists, completion of tracking forms and logs, budget creation, etc.)
• Assist in managing operations (e.g. supply management, mail distribution, petty cash, food orders, etc.) and coordinate assistance from other departments to address team needs (e.g. Maintenance, Information Technology, etc.)
•  Provide support to outpatient leadership with community partnership development (e.g., contacting current and potential community partners, providing information on Trilogy services to community, schedule partnership meetings, leading/co-leading partnership meetings)
• Assist with coordination of programs meetings, agenda development, meeting notes, recognition announcements, and planning of employee appreciation activities.
• Provide on-site support to employees and coverage to reception/open access as needed
• Facilitate check-in process for clients entering outpatient clinic: greeting clients, manage client payment collection, collect documentation and scan to appropriate systems, and distribute assessments to clients.  
• Ensure client documentation is received and scanned into appropriate systems. Complete monthly audit of employee documentation for completion and compliance.
• Assist with submissions of Illinois case registrations for clients and complete client tracking forms i.e. housing forms, emergency room tracking, etc. for teams supported
• Actively participate in daily group chats with assigned teams to support in navigating questions regarding schedule changes, medications, client contact information, etc.
• Follow up with employees on due dates for IM+CANs, LOCUS and annual paperwork completion
• Support teams in tracking client medical appointments and ensuring that clients are following up with providers i.e. psychiatry, primary care, and specialists
• Schedule initial and follow up appointments with Trilogy providers, along with providing client and staff member updates. Communicate with clients regarding cancellations or changes to individual and group sessions as needed.
• Assist with medication reconciliation, maintenance of medication sheets, and update systems accordingly when medication changes are received, as needed. Assist with the controlled substance process, which includes sign-in/sign-out of medications per policy, as needed.
• Assist outpatient leadership with updating therapy waitlist and managing referrals; as well as responding to referral inquiries. Respond to and screen all intake referrals (phone and email) in a timely manner 
• Provide communication and support to employees and clients regarding client benefits around Medicaid, Medicare, Private Insurance, Sliding Fee Scale, Copays, etc.
• Represent Trilogy in a positive and professional manner; and communicate effectively and appropriately to others about potential organizational issues.
• Perform other related duties and/or projects and participate in committees/workgroups as assigned

Qualifications

• Demonstrated work experience in an administrative, clerical, or site management position
• Thorough knowledge of Microsoft applications (Outlook, Teams, Word, Excel, etc.), report generation, and database management tools
• Excellent customer service and organization skills
• Provide thorough communication to all teams, departments, and Supervisors
• Ability to be flexible and adaptable in a variety of situations

 

See job description