Patient Support Services Coordinator

THE ORGANIZATION

Ashley Treatment Center was founded in 1983 by two visionaries who knew the treatment of drug or alcohol addiction could be designed and effectively delivered in a holistic manner that compassionately considers the whole person and not just the disease. Innovative then, and innovative now, Ashley passionately continues its core mission “To transform and save human lives by integrating the science of medicine, the art of therapy, and the compassion of spirituality.” Organizationally strong, the organization rigorously adheres to its guiding principles, ethics, and a culture of excellence.

POSITION SUMMARY

• The Patient Support Services Coordinator serves as an interdepartmental liaison to ensure effective communication, coordination of care, and operational efficiency within Patient Support Services (PSS). Performs administrative tasks to assist in PSS program implementation, patient and staff scheduling, and patient engagement in programming activities. Provides administrative oversight of all services rendered by PSS staff to the patient community.

KEY RESPONSIBILITIES

Administrative Management

• Coordinates schedule of PSS services with external departments, contractors, and group facilitators.

• Serves as a liaison for other departments, managers, and PSS staff for coordinating patient transportation and program specific activities.
• Assists PSS Managers in staff scheduling needs within PSS departments.
• Assists PSS managers in developing and implementing patient programming facilitated by PSS staff.
• Disseminates information to PSS staff regarding changes made to patient programming.
• Ensures coverage for PSS transportation to patient appointments with external service providers, i.e. dentist and doctors’ appointments.
• Collaborates with other members of PSS Management to create, review, and approve policies for PSS departments.
• Collaborates with DPSS in developing and updating Standard Operating Procedures for all PSS departments.
• Assists the Peer Specialist team by assisting with administrative tasks associates with discharge planning (medical records transfers, interview scheduling, etc.)
• Assists the Alumni Services team by helping schedule and coordinate alumni events on and off campus.
• Schedules routine maintenance and any necessary repairs for all vehicles and golf carts in the PSS fleet.

Communication / Documentation

• Coordinates the scheduling of PSS programming for the inpatient community, ensuring staff are assigned to the correct programming and coverage scenarios are in place.
• Collaborates with DPSS to schedule PSS staff development trainings and in-services.
• Maintains timely communication with various departments to ensure evolving patient care needs are being met by PSS staff.
• Assists the Peer Specialist team by ensuring all necessary staff are informed of patients transitioning to and from levels of care within Ashley’s system.
• Solidifies transportation requests through the PSS Transportation Outlook calendar and ensures the requesting party, the patient, and the staff assigned to the transport are made aware.
• Assists Alumni Services staff in issuing communications regarding upcoming events and activities to former patients.
• Documents all patient interactions appropriately in the patient’s medical record and/or Salesforce.
• Assists PSS Managers in completing documentation for Joint Commission compliance.
• Maintains organized documentation of vehicle repairs for all vehicles in the PSS fleet.
• Maintains an updated record of PSS golf cart repairs and routine inspection checklists.

Staffing

• Assists DPSS in ensuring PSS staff submit accurate and timely documentation for credit card transactions/expenses.
• Actively participates in PSS staff interviews to assist departmental managers in the hiring/vetting process.
• Assists managers of PSS departments in ensuring minimum staffing requirements are met by contacting PSS staff and inquiring about shift coverage.
• Provides coverage for PSS roles when necessary.

Operational

• Reports any maintenance or repair needs through the Maintenance Request system.
• Submits and manages requests on behalf of PSS staff to resolve identified issues needing to be addressed by IT staff or facilities staff.
• Conducts weekly golf cart inspections in collaboration with PSS managers.

Other Duties

• Please note, this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
• In addition to role responsibilities, each staff member of Ashley, Inc. has the following responsibilities as a part of their employment:
  1. Models and reinforces Ashley’s mission and core values
  2. Performs other duties on an as-needed basis
  3. Reinforces Ashley’s commitment to diversity, equity and inclusion
  4. Protects the privacy of our patient’s protected health information by maintaining compliance with HIPAA and other relevant Ashley related IT security regulations

DESIRED KNOWLEDGE/SKILLS/ABILITIES FOR TRAINING COORDINATOR:

• High school diploma or equivalent required; bachelor’s degree preferred
• Knowledge of recovery tools (12 Step, SMART Recovery, Celebrate Recovery, etc.) required
• One year of work experience in the behavioral health field required, three or more years preferred.
• One or more years of work experience in an administrative role preferred.
• Certified Peer Recovery Specialist Certification or Recovery Coach Professional certification preferred.
• CCAR certification required.
• Strong working knowledge of Microsoft Office programs including Outlook, Excel, Word, and Powerpoint.
• Proficiency in navigating customer relationship management platforms (i.e. Salesforce) strongly preferred.
• Communicates effectively with patients/staff and demonstrates strong customer service skills
• Excellent attention to detail
• Current CPR certification required