Program Supervisor - Integrated Behavioral Health - Asian Health Services
Oakland, CA 94601
About the Job
Responsible for the day-to-day operations of the Integrated Behavioral Health (IBH) Department. The IBH Program Supervisor supports the integrated behavioral health efforts in collaborating with other behavioral health clinicians, case managers, medical providers, clinic staff and other agency support staff in care coordination activities including but not limited to: program administrative support, patient phone contact, grant reporting, and panel management. The provision of services will be for multiple sites. This position also supervises and coordinates assignments and activities with other Program Supervisors and Program Coordinators within the organization and other departments, programs, and committees to enhance access to, utilization of, and satisfaction with AHS services for all communities. With direction from the IBH Services Manager, monitors need and assigns work among case managers, care coordinators, community health works to efficiently and effectively address patient and community needs.
ESSENTIAL JOB FUNCTIONS
- Pulls panel reports for review by IBH clinicians and grant reports; ensures that grant deliverables are met, and grant reports are submitted in a timely fashion.
- Assist the Behavioral Health Services Director in developing and implementing operational procedures to support grant activities.
- Input and maintain meaningful data tracking and analysis for quality of care improvement, trending, and reporting purposes.
- Coordinate with the clinic and QI staff to manage collected data for analysis and trending.
- Review trends from the patient panel and individual patient database to inform interventions and workplans for addressing patient needs.
- Communicate with clinicians with the necessary changes/trend as part of the integrated treatment plan.
- Query and run necessary reports for reporting and quality improvement purposes.
- Track grants deliverables and progress.
- Assist with department budget analysis.
- Liaise with the fiscal department regarding report elements.
- Develop and maintain electronic records for panels of patients with Behavioral Health conditions.
- Coordinate outreach events including but not limited to preparing visual presentations, handout material, coordinating equipment needs, tabling, and communicating with outreach site liaisons.
- Track and trend participant attendance from outreach efforts.
- Completes and submits grant reports as needed and as directed by the Behavioral Health Services Director.
- Attend necessary staff meetings.
- Prepare necessary material for internal and external meetings.
- Attend pertinent county and other grant-related meetings to facilitate program development and implementation efforts.
- Coordinate with updating a community resource guide.
- Update patient education material.
- Assists the Behavioral Health Department with any new service development model efforts – including but not limited to: integrated care huddles, family conferences, group visits.
- Schedules psychiatrist consultant and other Behavioral Health consultant sessions with patients and staff.
- Managing correspondence and communication from specialty mental health agencies and individual providers (e.g. timely dissemination of discharge summaries from the Special Mental Health clinic to the appropriate medical provider for review).
- Maintain internal and external referrals tracking to facilitate continuity of services.
- Participate in recruitment, training, supervision, and performance management of BH program non-clinical staff.
- Coordinate scheduling template changes.
- Assist in coordinating credentialing and privileging activities for BH staff.
- Assist Behavioral Health Services Director in coordinating the peer chart review process.
- Oversee the signing of timesheets as directed by Behavioral Health Services Manager.
- Schedule vacation, CEU time off, PTO request, staff coverage schedules as directed by Behavioral Health Services Manager.
- Coordinate ergonomics evaluation and follow up support as directed by Behavioral Health Services Manager.
- Assist in processing travel/expense authorizations.
- Assist Behavioral Health Services Director in following up with IT/IS Helpdesk requests.
- Assist in managing internal and external correspondence regarding meetings and training available to Behavioral Health staff.
- Coordination of physical on-boarding of new staff and interns (e.g.HR orientation, IT request, badges, work station set up).
- Coordinate staff separation/termination process as directed by the Behavioral Health Services Manager.
- Serves as the main liaison between the Behavioral Health department and other AHS department staff, and with external agencies to ensure seamless care coordination efforts.
- Liaise with clinic staff with the development and implementation of department procedures.
- Attend operational meetings as designated by BH Services Director.
- Assist with room reservation and equipment needs as needed for meetings.
- Assist with materials development (e.g. training binders, resource updates) and dissemination of material to designated staff.
- Coordination of supply purchase and facilities requests.
- Assist with updates and revision of department policies and procedures.
- Scheduling and facilitating presentations by guest speakers or outside trainers.
- Assist with the preparation of meeting agendas and note-taking.
- Disseminate meeting minutes to staff as needed.
- Maintain and update staff training logs
SUPERVISORY RESPONSIBILITIES
- Direct supervision of a department involving responsibility for results in terms of costs, methods, and personnel.
- Conducts supervisory/managerial responsibilities by the organization's policies and applicable laws including interviewing and hiring of employees; planning, assigning, scheduling, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
- Direct supervision of IBH staff including IBH Program staff as well as volunteers and interns.
GENERAL AGENCY/AHS DUTIES
- Fosters an environment that promotes trust and cooperation among clients and staff.
- Enforces clinic policies and procedures, including maintenance of client confidentiality under HIPAA privacy rules, to ensure that the principles of AHS are implemented.
- Plays an active role in planning organization-wide activities such as AHS general membership meetings, fundraisers, special clinic days, and other events.
- Participates in general membership meetings, fundraisers, and other public events, as required.
- Participates in outreach activities, agency advocacy, and serves on ad hoc committees, as requested.
- Attends AHS staff retreats and Board of Directors meetings, as required.
- Participates in agency-wide quality improvement program processes and performance improvement teams to ensure excellence in the quality of services provided across the agency
MINIMUM QUALIFICATIONS
- Bachelors ‘degree in public health, social work, or a closely related field or a Master's in public health, social work, or other closely related fields.
- Four years of supervisory experience, five years' work experience with four years of program-related experience; or three years of supervisory experience, and four years' work experience with three years of program-related experience; or two years of supervisory experience, and three years' work experience with two years of program-related work experience.
- Successful experience in leading a culturally diverse, multilingual, primarily Asian immigrant workforce.
- One year of experience in grant/contract management, budget management, and grants reporting
KNOWLEDGE, SKILLS, AND ABILITIES
- Cultural, socioeconomic, and political factors affecting health in immigrant and refugee Asian communities.
- AHS mission and role of community organizing in achieving its mission.
- Ability to speak, read, and write in high proficiency level an Asian language. (Specific language may be announced in the job posting.)
- Principles, practices, and methods of community health education.
- Communicating effectively, orally, and in writing.
- Supervision and team-building.
- Ability to articulate AHS mission.
- Organizing and engaging immigrant communities in education and advocacy activities (e.g., general meeting attendance, circulating petitions, testifying at hearings, speaking with media, etc.)
- Proficiency in or ability to learn English word processing, Asian language word processing, and spreadsheet software.
- Program development and implementation. Administration and monitoring program contracts and budgets.
- Understanding and ability to articulate AHS mission and the role of community in advocacy efforts.
PHYSICAL & WORK DEMANDS:
- The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The pace of work rapid, intense especially when faced with advocacy activity deadlines. Concentration high level required, to coordinate multiple program tasks, personnel supervision, and coordination with other departments and programs of the entire organization. Standing time required 20-25% includes walking around. Time speaking and listening 75-90% mainly communicating with staff and outside agencies and organizations. Environmental and health hazards minimal. Will face job stress periodically.
PI254478218
Source : Asian Health Services
