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ACT Program Assistant

Estelle's Professional Community Services

Norfolk, VA

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JOB DETAILS
SKILLS
Accreditation Standards, Administrative Skills, Best Practices, Billing, Case Management, Code of Federal Regulations, Communication Skills, Community Programs, Cross-Functional, Customer/Client Research, Data Entry, Data Management, Detail Oriented, Develop and Maintain Customers, Documentation, Establish Priorities, Follow Through, Funding, HIPAA (Health Insurance Portability and Accountability Act), Healthcare, Healthcare Providers, Insurance Documentation, Leadership, Medical Record System, Metrics, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Equipment, Office Management, Operational Support, Organizational Skills, Plan Meetings, Policy Implementation, Presentation/Verbal Skills, Procedure Implementation, Psychiatry and Mental Health, Quality Management, Record Keeping, Regulations, Regulatory Compliance, Reimbursement, Reporting Skills, Schedule Development, Service Delivery, Team Player, Telephone Skills, Time Management, Treatment Plan, Willing to Travel, Writing Skills
LOCATION
Norfolk, VA
POSTED
11 days ago
Benefits:
  • Company parties
  • Competitive salary
  • Free food & snacks
  • Paid time off
  • 401(k)

Position Summary:
The Program Assistant for the Assertive Community Treatment (ACT) program is a key administrative role responsible for supporting the smooth and efficient operations of the ACT team. The Program Assistant will provide administrative, clerical, and operational support to the program, ensuring that the team has the resources, coordination, and organizational structure needed to deliver high-quality services to individuals with severe and persistent mental health conditions. This role involves managing office procedures, scheduling, data entry, record keeping, and communication between team members, clients, and external stakeholders.


Key Responsibilities:


Administrative Support:


  • Provide day-to-day administrative support to the ACT team, including managing schedules, answering phones, and responding to emails.
  • Coordinate meetings, appointments, and case conferences for team members, clients, and external partners.
  • Prepare and organize documents, reports, and presentations for the ACT team and leadership.
  • Assist with maintaining and updating client records in compliance with confidentiality regulations (HIPAA, 42 CFR Part 2).
Program Operations:


  • Assist in the coordination and tracking of client admissions, discharges, and service delivery documentation.
  • Maintain and update client files, ensuring all required forms, assessments, and treatment plans are completed accurately and timely.
  • Coordinate transportation, client visits, and other logistical needs for clients participating in the ACT program.
  • Monitor and maintain office supplies, equipment, and resources needed for program operations.
Data Management & Reporting:


  • Enter and update client data into the electronic health record (EHR) system or other databases.
  • Generate reports on program outcomes, service delivery, and other metrics as required by leadership or regulatory agencies.
  • Assist with billing, insurance verification, and documentation required for funding and reimbursement processes.
Communication & Liaison:


  • Serve as the primary point of contact between the ACT team and other departments, healthcare providers, and external stakeholders.
  • Facilitate communication between team members to ensure proper coordination of services.
  • Provide clients and their families with information about program services, policies, and procedures.
Quality Improvement & Compliance:


  • Assist with the implementation of policies and procedures that ensure the ACT program operates in compliance with applicable regulations, accreditation standards, and best practices.
  • Support the team in continuous quality improvement efforts, such as tracking client outcomes, feedback, and satisfaction.
Special Projects:


  • Assist with special projects or initiatives as directed by the Program Director or Clinical Coordinator.
  • Support the development of training materials and resources for the ACT team.
Qualifications:


  • Minimum of 2-3 years of experience in an administrative or office management role, preferably in a healthcare or mental health setting.
  • Experience with electronic health records (EHR) and billing systems preferred.
  • Familiarity with the principles of Assertive Community Treatment (ACT) and mental health services is a plus.
Skills:


  • Strong organizational and time-management skills with the ability to prioritize tasks effectively.
  • Excellent communication skills, both written and verbal.
  • Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
  • Ability to handle sensitive information confidentially and in accordance with HIPAA guidelines.
  • Strong attention to detail and ability to follow through on tasks.
Work Environment:


  • Office-based environment with occasional travel to client homes or community settings as needed.
  • Collaborative team atmosphere with multidisciplinary professionals.
  • Full-time, Monday through Friday, with occasional flexibility required for client needs or meetings.

About the Company

E

Estelle's Professional Community Services

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