Forensic Scheduling Specialist

Full COVID-19 vaccination is an essential requirement of this role, unless individual is approved for a reasonable accommodation based on disability, medical condition, or religious belief that prevents them from being vaccinated. MHMR will adhere to all federal, state and local regulations as well as all client requirements and will obtain necessary proof of vaccination prior to employment to ensure compliance

Pay is determined by relevant experience, work history, education and internal equities. As part of our Diversity, Equity, and Inclusion practices, MHMR offers the maximum compensation for candidates based on their experience, education and internal equities of the agency. This practice removes biases in compensation and assist hires and/or promotions on pay equity in their appropriate position(s) at MHMR.

The average rate for this position is… 16.00

1) Job Purpose
Scheduling Specialist, under general supervision of the Office Manager provides clerical assistance and technical support to the program’s staff by managing and organizing workflow relating to primarily managing the Jail Triage List, requesting of patient records, managing Prescriber Logs, scanning, maintaining EPIC Referral and Routine Baskets, and customer service related activities in a way that facilitates and promotes the achievement of positive treatment outcomes.  Ensures all follow-ups are scheduled as ordered by Prescriber from Daily Prescriber Logs.                                                                                                                        

II) Essential Functions
A. Performs all aspects of data entry by entering information into electronic storage, processing and retrieval systems accurately and on a timely basis. This includes but is not limited to the electronic record systems, reports and documents which are subject to requirements related to accuracy and timeliness, and automated clinical records systems.
Performance Requirement(s):

1. Completes Admissions as needed.
2. Initials daily logs as completed. Ensures patient diagnosis is entered, Forensic Doctor Status information is entered, all follow up appointments are entered, RXs are current, and maintains an open line of communication with Prescribers. 
3. Maintains accurate Program Admission and Jail Episode consistently.  This ensures all RFC patients will be removed electronically from MyAvatar Prescriber Schedules.
4. Ensures Magistrate findings are entered into the MHMR Alert system daily.  Program Director, Program Manager, and/or Clinical Supervisor are notified of any Outstanding Magistrate data daily. 
5. Electronic referrals, specifically MHMR Referral Screening Pool and MHMR Routine Priority Pool, are researched daily, and findings are noted on the printed referral copy.  Clerical staff then distributes referrals according to Jail housing and assigned clinical staff.
6. Completes electronic patient data searches on TDC lists daily.  Research is required in the electronic records systems. If patient has been seen by the MHMR Prescriber, employee makes copy of last two doctor orders.   Employee will email everything found to the TDC staff with the Sheriff’s Department. 
7. EPIC Documentation is completed daily, according to findings documented in the Triage List by clinician completing initial assessment.

B. Completes Doctor Logs Daily
Performance Requirement(s):

1. Schedules 60% of new evaluations from Triage List on Prescriber Daily Logs. First confirms all evaluations scheduled have had a Jail Screening by clinical staff.
2. Clears all RFC patients from Triage List weekly or as requested by comparing Jail census to Triage List. 
3. Schedules SPCs, MH Docket, JBCR, State Hospital Returnees and EMHS patients according to Unit direction.
4. Maintains open line of communication with Prescribers to ensure all patients are rescheduled according to Prescriber order, availability and/or last-minute changes.
5. Distributes daily logs to Prescribers after excess patients are rescheduled, RFCs are removed, and housing is confirmed.

C. Performs patient records functions
Performance Requirement(s):

1. Ensures all requests for patient records are requested within 24-48 hours.
2. Ensures all signed Releases of Information are scanned in to My Avatar weekly.
3. Ensures all Outstanding Requests for patient records are re-requested weekly.
4. Clears out all requests for patient records, for patients that have been released from custody, from the file.
5. Scans all patient records received in to My Avatar.
6. Notifies Prescriber and clinical staff requesting records after records are received. 
7. Scans all miscellaneous paperwork turned in by clinical staff weekly in to My Avatar.

   D. Provides receptionist and customer service duties to the program
Performance Requirement(s):

1. Maintains professional image and promotes good customer relations.
2. Answers phone promptly (within 3 rings), courteously and in a professional manner 100% of the time.
3. Responds to patients’ questions and complaints in a professional and courteous manner 100% of the time.
4. Prepares orders and fax coversheet and faxes to Maxor Pharmacy as needed.
5. Distributes incoming faxed information to designated staff on a daily basis

E. Processes Released from custody RX orders
Performance Requirement(s):

1. Prepares RX paperwork as soon as the RFC is requested.
2. Hand carries the RFC request to available Prescriber.
3. Ensures electronic data is in My Avatar for billing purposes.
4. Faxes the order to the pharmacy and calls to ensure it was received. Initials all paperwork to show completion.

F. Processes clinic correspondence and monitors clinic office supplies
Performance Requirement(s):

1. Correspondence is prepared and mailed or returned to service provider for signature within one (1) work day of receipt.
2. Responds to medical records correspondence within one (1) work day of receipt.
3. Inventories clinic office supplies as needed and completes requisition for supplies needed.  Obtains Office Manager/designee for approval as needed.

G. Completes special projects as required by Office Manager
Performance Requirement(s):

1. Consistently completes special projects as directed by the Office Manager with a minimum of supervision.
2. Consistently completes special projects as directed by the Office Manager with a high level of fidelity to instruction.
3. Consistently completes special projects as directed by the Office Manager within expected time frames.

H. Employee produces positive outcomes as a result of their interaction with others
Performance Requirement(s):

1. Employee interacts with patients, other staff, the MHMRTC organization and other organization(s) in a manner, which promotes positive outcomes for the employee, the patient(s), other staff, their supervisor(s), the MHMRTC organization and other organization(s) 100% of the time.
2. Employee uses channels of communication prescribed by Agency Operating Procedure, established “chain of command”, laws, regulations, codes of ethics, professional standards, supervisory instructions, or other legitimate codifying entities bring client and system problems to the attention of the appropriate authority 100% of the time.
3. Employee has no more than three episodes per calendar year in which patients, other staff, the MHMRTC organization and other organization(s) have had negative outcomes as a result of the employee’s interactions with them.

I. Performance standards are performed as applicable with MHMR’s We CARE values “We Connect People in Our Community.  We Provide Access to Services.  We Link People to Resources.  We Empower People.”

J. Perform other job duties or responsibilities as requested or assigned.

III) Knowledge of Laws, Regulations, Policies/Procedures, Skills, and Abilities

•  Working knowledge of Medicaid billing standards.
•  Working knowledge of MHMRTC policies and procedures.

IV) Internal & External Customer Service

This position requires extensive internal and external contacts with all levels of management and field personnel.  The employee will accomplish this with advanced written and verbal skills.

V) Travel

This position requires driving to and from locations for work and/and may require overnight traveling. Employees are required to have a license in good standing and be able to be covered by agency liability insurance. If personal vehicle is utilized for work travel, then maintaining personal auto insurance coverage is required.

Minimum Education

High School Diploma or GED

Substitutions

None

Years’ Experience

One (1) year clerical experience

Defined Experience

Clerical experience

License/Certifications

Valid  Texas Driver’s License with an acceptable driving record

Supervisory Experience

None

Testing Requirements
Pre-employment tests including drug and TB Screening, Physical Exam including balance and lift test.

Lifting Requirements
25 Pounds

Additional Requirements

All staff are required to participate in agency Emergency Preparedness and Environmental Safety programs and may be assigned by their departments as a key/essential staff level function during critical events or for the purpose of sustaining business continuity.

This position may require temporary or permanent re-assignment to any MHMR Tarrant facility as determined by program needs and /or the Division/Director.

Assigned work hours may change as the needs of the agency change.

The functional Title of this position may change as the needs of the agency change.

All work will be complete within the scheduled work hours.  All non-exempt (hourly) employee are expected to clock In and out for each work shift, no work done should be done off the clock.

Prior approval from supervisor is required for all Paid Time Off (PTO) and Overtime.

MHMR reserves the tight to change, and to or eliminate a position as it deems appropriate.

Employment is at will, as well as agency needs may change.

Agency dress code is to be followed at all times.

Physical on-site presence, including regular attendance and punctuality is an essential function of this position.  Any change or adjustments to your assigned work schedule or shift hours must be approved by your supervisor in advance.

Our Benefits:

All staff are required to participate in agency Emergency Preparedness and Environmental Safety programs and may be assigned by their departments as a key/essential staff level function during critical events or for the purpose of sustaining business continuity.

This position may require temporary or permanent re-assignment to any MHMR Tarrant facility as determined by program needs and /or the Division/Director.

Assigned work hours may change as the needs of the agency change.

The functional Title of this position may change as the needs of the agency change.

All work will be complete within the scheduled work hours.  All non-exempt (hourly) employee are expected to clock In and out for each work shift, no work done should be done off the clock.

Prior approval from supervisor is required for all Paid Time Off (PTO) and Overtime.

MHMR reserves the tight to change, and to or eliminate a position as it deems appropriate.

Employment is at will, as well as agency needs may change.

Agency dress code is to be followed at all times.

Physical on-site presence, including regular attendance and punctuality is an essential function of this position.  Any change or adjustments to your assigned work schedule or shift hours must be approved by your supervisor in advance.

Our Benefits:

Our total rewards program offers benefits* to full time employees beginning 1st of the month following hire date including but not limited to:

• Comprehensive healthcare options (Medical, Dental, and Vision)

• Life insurance and additional supplemental accident and hospitalization plans

• 401a match and 457 deferred compensation plans

• Paid vacation and holidays; varied flexible work environment locations

• Annual tuition reimbursement program

• Student Loan Forgiveness

• Professional development programs and training

• And more…..

Insurance eligibility:

• Full time employees begin 1st of the month following hire date

• Market driven positions (full time or part time) begin immediately after hire date

• Select part time market driven positions are eligible for most insurance plans

• Substitute status jobs are not eligible for benefits

For more information, click https://www.mhmrtarrant.org/benefits/

Additional Information
*MHMR of Tarrant County (“MHMR”) and its affiliates and subsidiaries have an internal recruiting department. MHMR may supplement that internal capability from time to time with assistance from temporary staffing agencies, placement services, and professional recruiters herein after referred to collectively as “Recruiters"). Recruiters are hereby specifically directed NOT to contact MHMR employees directly in an attempt to present candidates – MHMR recruiting team or other authorized MHMR personnel must present ALL candidates to hiring managers. For more information please visit our website www.mhmrtc.org