Gateways Hospital and Mental Health Center · 5 hours ago
Office Manager
San Diego, CA
Full-time
Onsite
Mid LevelGateways Hospital and Mental Health Center’s Conditional Release Program (CONREP) is seeking to fulfill the role of Office Manager in its San Diego County location. The Office Manager ensures the smooth operation of administrative functions within the program, including client finances, invoicing, tracking of information, and collaboration with other departments and outside agencies.
Health CareHomeless ShelterHospitalMental HealthNon ProfitWellness
Responsibilities
Performs all administrative duties, including answering phones, scanning, filing, faxing, mailing, printing, collating, and uploading/downloading documents
Maintains, participates in, and transcribes accurate meeting minutes
Maintains and updates departmental logs (e.g., CONREP census tracking, Master Grid, CFAP referrals, waivers, etc.)
Effectively organize and maintain clear documentation of information received. This includes maintaining the San Diego PC 1370 Placement Evaluations Grid, San Diego IST Scheduling Grid, and records received from the jails, court, and other entities
Constructs forms, rosters, checklists, etc., which facilitate program operations
Coordinates accounts payable check requests with hospital finance department
Maintains petty cash in accordance with agency guidelines
Oversees Life Support invoicing, repayment, and collection, as well as monthly rent payments
Oversees client accounts and weekly banking, ensuring accurate record keeping and timely notification to Program Director and/or Forensic Clinician of concerning items/inconsistencies
Acts as a liaison to the Business Office to ensure accurate record keeping of all client transactions
Works collaboratively with the Case Manager to accurately track clients’ benefits and life support balances
In absence of the Case Manager, performs certain duties when necessary such as, but not limited to, assisting with urine drug screens; client transportation; communication with Social Security Administration, MTS, and health insurance providers (e.g., Medi-Cal, Medicare, etc.); and maintenance of the company vehicle
Acts as a liaison with outside service providers (e.g., shredding company, pest control, building management, water delivery, etc.) to ensure consistent service and payment of invoices
In support of the Psychiatrist or PNP, coordinates with the pharmacy to ensure clients receive their medications in a timely manner and any client pharmacy bills are being paid
Coordinates with the local lab facilities (e.g., LabCorp and Quest) to schedule and ensure clients’ routine lab work is completed in accordance with the Psychiatrist and/or Psychiatric Nurse Practitioner’s orders
In support of the Director of Evaluations, maintains the IST grids and communicates in a timely manner about out of custody (“OR”) matters
Coordinates with the Gateways Satellite team regarding patient transfers, check requests, and life support needs
Conducts facility orientation for all newly hired staff
Maintains effective and professional communications with other departments within the agency, including Satellite, FCTP, Finance, Business Office, EVS, Engineering, and IT Support so as to ensure the smooth operation of the program
Operates and understands minor maintenance for office equipment
Monitor the notification of computer problems and the completion of repairs of all computers and office equipment with IT Support
Assists Program Director in program development and administrative functions, such as quality indicator reports (e.g., QI and MRR), as needed
Proficiently uses Microsoft Office Suite, an electronic medical record, and Sharepoint
In support of the Program Director, helps keep the team updated on all policy and procedure changes when needed
Works collaboratively with multi-disciplinary treatment team, including timely and effective communication
Maintains effective and professional communications with relevant community agencies such as statewide CONREP Programs, CONREP Operations, the courts and other legal agencies, visitors, ancillary agencies and other professionals as needed
Facilitate COT Admissions and effectively and professionally communicate with the courts, family members, attorneys, and other community partners
For IST defendants, document all communications with defendants, family members, attorneys on the appropriate grid and provide this information in a timely and effective manner to the appropriate individuals (e.g., Director of Evaluations, Evaluator Manager, Gateways Satellite Program Director, Gateways San Diego County CONREP Program Director, etc.)
Ensures proper completion of pertinent paperwork when a patient’s status changes (e.g., revocation, AWOL, discharge, etc.) by sending DSH 1716 to CONREP Administration
For IST evaluations, coordinate and schedule interviews with the assigned evaluator and appropriate entity or individual (e.g., jail, defendant, etc.). Update the scheduling grid accordingly in a timely and clear manner
Acts as a liaison with CONREP Operations regarding database updates, DSH reports (CAP 505, 853), procedures and problems
Maintains an objective and professional relationship with clients at all times
Ability to work independently, and with continuous interruptions
Responsible for maintaining office in a neat and orderly condition
Ensures supplies are fully stock and ordered in a timely manner
Collaborates with human resource department, ensures department personnel are reminded of and completing annual renewals, and new hire onboarding processes, using the Gateways’ nondiscriminatory employment procedures and policies
Assists physicians and nurse practitioners with scheduling, managing wait room, EHR entry, and other tasks as designated
File all documents related to the evaluation unit on the G drive using the appropriate naming format
Maintains job interest and technical skills
Performs other related tasks as directed and seeks additional tasks during slow times
Qualification
Required
Performs all administrative duties, including answering phones, scanning, filing, faxing, mailing, printing, collating, and uploading/downloading documents
Maintains, participates in, and transcribes accurate meeting minutes
Maintains and updates departmental logs (e.g., CONREP census tracking, Master Grid, CFAP referrals, waivers, etc.)
Effectively organize and maintain clear documentation of information received. This includes maintaining the San Diego PC 1370 Placement Evaluations Grid, San Diego IST Scheduling Grid, and records received from the jails, court, and other entities
Constructs forms, rosters, checklists, etc., which facilitate program operations
Coordinates accounts payable check requests with hospital finance department
Maintains petty cash in accordance with agency guidelines
Oversees Life Support invoicing, repayment, and collection, as well as monthly rent payments
Oversees client accounts and weekly banking, ensuring accurate record keeping and timely notification to Program Director and/or Forensic Clinician of concerning items/inconsistencies
Acts as a liaison to the Business Office to ensure accurate record keeping of all client transactions
Works collaboratively with the Case Manager to accurately track clients' benefits and life support balances
In absence of the Case Manager, performs certain duties when necessary such as, but not limited to, assisting with urine drug screens; client transportation; communication with Social Security Administration, MTS, and health insurance providers (e.g., Medi-Cal, Medicare, etc.); and maintenance of the company vehicle
Acts as a liaison with outside service providers (e.g., shredding company, pest control, building management, water delivery, etc.) to ensure consistent service and payment of invoices
In support of the Psychiatrist or PNP, coordinates with the pharmacy to ensure clients receive their medications in a timely manner and any client pharmacy bills are being paid
Coordinates with the local lab facilities (e.g., LabCorp and Quest) to schedule and ensure clients' routine lab work is completed in accordance with the Psychiatrist and/or Psychiatric Nurse Practitioner's orders
In support of the Director of Evaluations, maintains the IST grids and communicates in a timely manner about out of custody (“OR”) matters
Coordinates with the Gateways Satellite team regarding patient transfers, check requests, and life support needs
Conducts facility orientation for all newly hired staff
Maintains effective and professional communications with other departments within the agency, including Satellite, FCTP, Finance, Business Office, EVS, Engineering, and IT Support so as to ensure the smooth operation of the program
Operates and understands minor maintenance for office equipment
Monitor the notification of computer problems and the completion of repairs of all computers and office equipment with IT Support
Assists Program Director in program development and administrative functions, such as quality indicator reports (e.g., QI and MRR), as needed
Proficiently uses Microsoft Office Suite, an electronic medical record, and Sharepoint
In support of the Program Director, helps keep the team updated on all policy and procedure changes when needed
Works collaboratively with multi-disciplinary treatment team, including timely and effective communication
Maintains effective and professional communications with relevant community agencies such as statewide CONREP Programs, CONREP Operations, the courts and other legal agencies, visitors, ancillary agencies and other professionals as needed
Facilitate COT Admissions and effectively and professionally communicate with the courts, family members, attorneys, and other community partners
For IST defendants, document all communications with defendants, family members, attorneys on the appropriate grid and provide this information in a timely and effective manner to the appropriate individuals (e.g., Director of Evaluations, Evaluator Manager, Gateways Satellite Program Director, Gateways San Diego County CONREP Program Director, etc.)
Ensures proper completion of pertinent paperwork when a patient's status changes (e.g., revocation, AWOL, discharge, etc.) by sending DSH 1716 to CONREP Administration
For IST evaluations, coordinate and schedule interviews with the assigned evaluator and appropriate entity or individual (e.g., jail, defendant, etc.). Update the scheduling grid accordingly in a timely and clear manner
Acts as a liaison with CONREP Operations regarding database updates, DSH reports (CAP 505, 853), procedures and problems
Maintains an objective and professional relationship with clients at all times
Ability to work independently, and with continuous interruptions
Responsible for maintaining office in a neat and orderly condition
Ensures supplies are fully stock and ordered in a timely manner
Collaborates with human resource department, ensures department personnel are reminded of and completing annual renewals, and new hire onboarding processes, using the Gateways' nondiscriminatory employment procedures and policies
Assists physicians and nurse practitioners with scheduling, managing wait room, EHR entry, and other tasks as designated
File all documents related to the evaluation unit on the G drive using the appropriate naming format
Maintains job interest and technical skills
Performs other related tasks as directed and seeks additional tasks during slow times
Company
Gateways Hospital and Mental Health Center
Gateways Hospital and Mental Health Center offer homeless services, wellness centers, forensic, residential, outpatient & hospital programs.
Founded in 1953
201-500 employees
Funding
Current Stage
Growth StageTotal Funding
$0.04MKey Investors
Robert Ellis Simon Foundation
2024-03-01Grant· $0.04M
Leadership Team
Fay Ji
Chief Financial Officer
Brian Thorne
Chief Development Officer and Vice President of Hospital Strategic Initiatives
Recent News
Senator Alex Padilla (.gov)
2024-04-25
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