Program Assistant

 

The Program Assistant will provide on-site administrative support, clerical support and site management to the outpatient therapy programs located at Trilogy's office in Chatham (Child & Adolescent Services, Psychological Testing, Outpatient Services-South, Substance Abuse Services.  The Program Assistant will manage systems of communication and documentation between the clinical teams and administrative needs which ensure compliance while maintaining a professional and efficient relationship.  They will work out of Trilogy's location in the Chatham neighborhood during the following days/times – Monday-Friday, 9:30AM-6PM or 10AM-6:30PM based on program need.  Overall schedule may change based on program need.

Essential Responsibilities


* Provide administrative and clerical support for the outpatient therapy programs located out of Trilogy's office in Chatham (e.g.

documentation reminders, reporting of productivity numbers, calendar maintenance, faxing, etc.)


* Provide support to outpatient leadership around team operations (e.g.

attendance at team meetings, leading/co-leading of meetings/events, maintenance of contact lists, completion of tracking forms and logs, budget creation, etc.)


* Assist in managing operations (e.g.

supply management, mail distribution, petty cash, food orders, etc.) and coordinate assistance from other departments to address team needs (e.g.

Maintenance, Information Technology, etc.)


*  Provide support to outpatient leadership with community partnership development (e.g., contacting current and potential community partners, providing information on Trilogy services to community, schedule partnership meetings, leading/co-leading partnership meetings)


* Assist with coordination of programs meetings, agenda development, meeting notes, recognition announcements, and planning of employee appreciation activities.


* Provide on-site support to employees and coverage to reception/open access as needed


* Facilitate check-in process for clients entering outpatient clinic: greeting clients, manage client payment collection, collect documentation and scan to appropriate systems, and distribute assessments to clients.  


* Ensure client documentation is received and scanned into appropriate systems.

Complete monthly audit of employee documentation for completion and compliance.


* Assist with submissions of Illinois case registrations for clients and complete client tracking forms i.e.

housing forms, emergency room tracking, etc.

for teams supported


* Actively participate in daily group chats with assigned teams to support in navigating questions regarding schedule changes, medications, client contact information, etc.


* Follow up with employees on due dates for IM+CANs, LOCUS and annual paperwork completion


* Support teams in tracking client medical appointments and ensuring that clients are following up with providers i.e.

psychiatry, primary care, and speciali...