This is a full-time non-exempt position that is responsible to provide a range of clerical support to both the Early Intervention (EI) and Support Coordination Organization (SCO) Departments. Both departments are under the Intellectual and Developmental Disabilities Division (IDD). The primary work hours will be Monday through Friday, 8:30 am to 4:30 pm with a half hour lunch (37.5 hrs./week) unless otherwise agreed upon. This position is office based with the ability to work remote up to one day per week unless otherwise agreed upon. Remote access to electronic paperwork is made possible by mobile equipment. Remote days will be on a weekly rotation with other like positions. Daily functions of this position require a high degree of proficiency and accuracy in receiving documents through various methods, analyzing each document for content to determine if acceptable for distribution. This is by various methods to supports and service coordinators, administrative personnel, families, consumers, and outside professionals. This distribution also requires professional engagement on a regular basis with this group of individuals. Engagement includes in person, by phone, by email, and by virtual means as needed to perform these day-to-day functions. Unique characteristic of this role is that it functions under two departments within the division and divides workload evenly between both Early Intervention (EI) and Supports Coordination Organization (SCO). This role completes tasks that focus on quality assurance responsibilities within various internal and external data base systems. Demonstrates the ability to report problems to supervisor and contribute to resolving them. This position needs the ability to prioritize work assignments to meet deadlines, work as a team to achieve division goals and communicate effectively using good judgement and appropriate demeanor.

Compliance

Adheres to WCSI, county, state, and federal regulations governing Office of Developmental Programs and Office of Child Development and Early Learning service provisions. Attends specially designed training programs provided through WCSI, county, state, and federal agencies. Maintain client specific data necessary for auditing purposes by management and compliance purposes. This position is required to meet all timelines associated with paperwork processing and distribution as outlined by state regulatory bodies.

This position requires the employee to perform their daily job duties and responsibilities in a structured environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Includes the following, (other duties may be assigned as deemed necessary by management):

Program Specific Duties:

EI

Referral Calls (daily) (lead responsibility)

• Engage with referral source to collect accurate information for all referred children to be enrolled in the EI Program. Save and notify Manager as per protocol.

Referral Assignments (daily) (backup responsibility)

• Receive notification a referral was assigned and enter data in data base to generate medical record.
• Add data to a tracking spreadsheet and open service lines into data base.

Intake processing (daily) (backup responsibility)

• Process all intake related paperwork from Service Coordinators (EI-SC).
• Prioritize as appropriate using established timelines as per process.
• Scan paperwork into electronic medical record and verify documents have been filed correctly.

Individual Family Service Plan (IFSP) Reports (daily) (lead responsibility)

• Review tracking spreadsheet for approved IFSPs and print reports utilizing the Pelican system.
• Create from established templates for distribution of required documents to family, physician and providers
• Distribute using established timelines as per process.

• Document distribution on established spreadsheet.

Individual Family Service Plan (IFSP) Conference Notice (daily) (lead responsibility)

• Receive notification from SC with notice attached.
• Distribute to family
• Scan paperwork into electronic medical record and verify documents have been filed correctly.

Transition to Westmoreland Intermediate Unit (IU),(daily)(lead responsibility)

• Upon email receipt of documents, determine if release is available.
• Distribute documents to family, provider and program manager.
• Verify copy in medical records.

Parent?s Rights Agreement (PRA?s)(daily) (joint responsibility)

• Responsible to prepare for mailing with return envelope.
• Once returned notify SC and scan into electronic medical record and verify document has be filed.

Doctor Authorization (daily)(backup responsibility)

• Receive email notifications with documents needed.
• Enter data on spreadsheet using elements from Pelican and WCSI Data Base specific to Dr. Authorization.

• Coordinate documents and distribute to physician?s office.
• Upon return receipt of documents from physician office, distribute SC.
• Enter data on spreadsheet using document information.
• Once provider choice is documented and release obtained distribute to provider as identified on tracker and document this distribution
• Scan documents into electronic medical record and verify documents have been filed correctly. Documenting on tracker.

Waiver Packet (monthly) (joint responsibility)

• Distribute to family
• Upon return receipt organize all documents in required chronological order and distribute to EI Management.

Intake Informational Packet (monthly)(backup responsibility)

• Ensure that all packet items are ordered or obtained and ready for packet assembly as per program manager.

Intake Informational Packet (monthly) (joint responsibility)

• When supplies fall below established numbers, collate documents and prepare packets for Service Coordination distribution.

Incoming mail (daily) (joint responsibility)

• Open, can and distribute as appropriate

PMOS/First Session Notes (daily) (backup responsibility)

• Receive secure email from provider and save in a TEAMS file for medical records receipt to place in medical record

Medical Records Requests for County/Designee Intake needs (as needed) (backup responsibility)

• If guidance is needed by Medical Records, assist on what eligibility documents to pull and where there are located

SCO:

Individualized Support Plan (ISP) Paperwork- to include but not limited to: Annual Plans, Critical Revisions, Invitations (daily) (joint responsibility)

• Utilize electronic paperwork storage to gain access and print all ISP paperwork from SC Supervisor.
• Ensure packet is complete as per checklist
• Using a secure email all documents are sent to provider as per designated contact list as specified by the Support Coordinator
• Scan paperwork into electronic medical record and verify documents have been filed correctly.

• Prepare documents per postal mail to family, individual, or team members without access to HCSIS

Prioritization Urgency of Need for Service (PUNS) (daily) (backup responsibility)

• Utilize electronic paperwork storage to gain access to and print PUNS paperwork from SC Supervisor.
• Verify documents are completed per process specific to processing dates and reason for PUNS.
• Prepare documents per postal mail to family, individual with needed additional required PUNS forms

• Scan paperwork into electronic medical record and verify documents have been filed correctly.

Waiver Spreadsheet (as needed/weekly) (joint responsibility)

• Receive documents specific to waiver eligibility from the county office.
• Review documents and navigate HCSIS to find the various submission, approval, and completion dates to be added to a waiver spreadsheet.

Medical Evaluations (as needed/weekly) (backup responsibility)

• Receive all MA51 documents and review for completeness and accuracy.
• Email SCs result of the review
• Scan document into electronic medical record and verify documents have been filed correctly.

New Intake, No Contact and Closure Letters, Privacy Practice, Right to be Free from Abuse, New Autism Referral, Incident Issues (print issues), Provider Choice (daily) (lead responsibility)

• Receive documents thru email from Supports Coordinator or MiApps.

• Print and prepare for postal mail to Individuals and/or appropriate party

Multidisciplinary Team (MDT) Invitations and Notes (weekly) (lead responsibility)

• Utilize electronic paperwork storage to gain access and print all documents from SC Supervisor
• Prepare and postal mail to Individual and all team members
• Scan document into electronic medical record and verify documents have been filed correctly.

Death Packet Assembly and Distribution (monthly) (backup responsibility)

• Receive documents from various sources and coordinate necessary documents for a complete death packet
• Prepare all needed documents and distribute internally and externally as per process
• Scan document into electronic medical record and verify documents have been filed correctly.

Medical Records Requests for County/Designee Intake needs (as needed) (backup responsibility)

• If guidance is needed by Medical Records, assist on what eligibility documents to pull and where there are located

General Office Duties:

WCSI Visitor Monitoring (daily) (joint responsibility)

• Monitor WCSI security/visitor camera
• Greet and direct visitors to their WCSI contact, department, or appointment.
• Enforce WCSI?s visitor protocol; signing in/out all visitors, formal tracking of visitors, and administer visitor badges.
• Position is responsible for professional engagement with community members, individuals, provider staff, employees of WCSI, and outside professionals.

Electronic Filing (daily) (joint responsibility)

• HIPAA compliant role that is responsible to direct all necessary documentation and correspondence to Medical Records received and/or prepared by department staff. ?
• Once documentation and correspondence is scanned, this position verifies receipt of electronic documents.

US Postal Mail (daily) (joint responsibility)

• Review all incoming division mail, determine time sensitivity, and distribute to appropriate division employee.

• Responsible for handling and posting prioritized mail.
• Prepare mass mailing, mail merges, and postal distribution
• Assist if requested the review of available postage machine funds

Office Telephone System (daily) (joint responsibility)

• Answer calls, take messages and/or refer calls to appropriate parties.

Other Various Duties

• Assist if requested with the office equipment for the use of the division; copiers, printers, scanners, fax machines, etc.. Relay equipment related issues to IDD Administrative Assistant
• Modify, edit, and create spreadsheets with requested data from IDD Division management. Navigates electronic state systems for spreadsheet data (as needed)
• Adhere to and update with approval as needed all clerical related job tools. (as needed)
• Familiarity and use of Microsoft: Word, Excel, Outlook, TEAMS; Onbase (internal electronic filing); State Database: HCSIS and Pelican; MiApps; SharePoint; Clientrek; WestCoCis; Paychex Flex; Lobby Camera; Capture Perfect; IDD Copiers/Scanners/Fax machines; My Learning Point, Postal machine

Back-up Duties:

This position shares back up responsibilities for all WCSI Clerk Typist positions and may be assigned coverage duties as needed for the agency when determined to be necessary by IDD Division Management