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Systems And Evaluations Assistant

Type: Full Time 37.5-hours per week

Job Summary

To promote the mission of PATH to help individuals achieve a more independent and fulfilling life by being an effective team member. Assist with overall clerical support needs for the Systems & Evaluation Department, including regular scanning, copying, and filing. Maintain shared electronic files for scanned documents and other information. Schedule meetings with multiple staff via Outlook calendar and conference rooms. Enter data accurately into Excel spreadsheets and/or the Electronic Health Record (EHR) on routine basis. Track timely documents due to Department such as service activity logs and accreditation tasks with follow up/notification to supervisors when missing/late. Order office supplies monthly and collect/distribute mail daily. Print documents from EHR as requested monthly. Set up for meetings upon request and set up for trainings as back up to Training Assistant. Provide back up to Clinical Records staff for assistance with pulling charts.

Specific Duties

  1. Scan service activity logs (SALs) and file electronically on weekly basis.
  2. File paper documents accurately on regular basis, such as incident reports, audit sheets, and other items, including serving as a back up for training documents and clinical records filing as needed.
  3. File electronic documents accurately on regular basis, such as CARF accreditation items and other documents for shared folders.
  4. Maintain S&E Director’s electronic and paper files.
  5. Copy paper documents accurately, such as monthly client packets and weekly requests for client information from the clinical record.
  6. Track service activity logs by checking them in daily and notify supervisor of missing/late SALs.
  7. Track CARF accreditation tasks on identified schedule and notify supervisor of missing/late items.
  8. Accurately enter data from SALs into Electronic Health Record (EHR) on daily basis.
  9. Enter data in EHR for ongoing maintenance/editing of system data when needed.
  10. Accurately enter data for CARF accreditation on monthly basis.
  11. Schedule meetings with multiple staff via Outlook calendar and conference rooms.
  12. Complete Fed Ex/certified mailings to funder or other agencies as needed.
  13. Identify needed office supplies and order monthly from Fiscal Department. Track receipt and inventory of supplies. Assist with inventory of IT equipment when needed.
  14. Create daily sign-in sheet for staff check in/out of Department.
  15. Collect, date stamp, and distribute all Department mail on daily basis.
  16. Print identified charts from EHR on monthly basis for Social Security review.
  17. Pull paper clinical record charts on monthly basis for Social Security review.
  18. Copy/print requested information from EHR and paper clinical record charts on weekly basis.
  19. Send out Release of Information requests to other agencies on weekly basis.
  20. Organize paperwork for filing on daily basis for clinical records charts.
  21. Assist with thinning of clinical record charts as needed.
  22. Provide back up to Clinical Records staff when needed by providing coverage in Clinical Records area and pulling requested charts.
  23. Provide back up to Training Assistant when needed by setting/cleaning up Training Room and making copies for trainings.

Qualifications

High School Diploma or equivalent; Clerical experience; Proficient in Microsoft Word and Outlook. Ability to accurately enter data into Excel spreadsheets and/or Electronic Health Record;   Ability to format letters/documents using Microsoft Word required; Excellent clerical skills, organizational skills, and attention to detail required. Must be flexible and able to work independently once instructions/assignments provided.

Location

Systems & Evaluations Department, Northeast Philadelphia

Schedule

37.5 hours per week

Salary

$25,837.50 Annually ($13.25/per hour)

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