PCM Administrative Assistant

Tempus Unlimited, Inc. is a nonprofit organization that provides community-based services to empower children and adults with disabilities to live as independently as possible in the least restrictive environment. The agency, through its programs and services, encourages the inclusion of people with disabilities into the mainstream of society, including social, recreational, family and work activities.

Summary

• This position supports the processing of all new referrals to the Tempus PCM program by assigning a skills trainer to the person applying for services. The Administrative Associate provides data entry into the Fiscal Intermediary system, as well as the PCM system so that Intake and Orientation services can commence with proper documentation. This role also reassigns consumers when there are any changes needed with skills trainer assignments due to leave, or staff departure. This position supports administration involved with processing mileages and other administration of the PCM skills training team. Essential Duties Be available by phone during business hours to assist a community skills trainer with contacting a consumer, or updating contact information. Process consumers “on Hold” status, and notify the FI accordingly of admission and discharge dates. Support community staff by reaching out to those on hold at least monthly. Provide PCA directory lists to those requesting them. Receive consumer information from Tempus PCM Intake team. Enter referred consumers into FI Enrollment Module. Assign Skills Trainer to those referred, according to geography, language, and workload. Oversee requests from Skills Trainers for letters to consumers, including but not limited to no contact, need for surrogate, and terminations: Check that standard operating procedure was followed prior to request. Process, send, and track distribution of letters. Review any problem cases with Supervisor.
• Reporting and tracking: Review and submit monthly mileage reports Document and distribute minutes from Skills Training breakout sessions Follow up with skills trainers regarding intakes, quarterlies, annuals, on hold to insure MassHealth timelines for consumer services are met. Assist with processing Skills Trainer documents as available. Identify areas where Skills Trainers may require further review and/or training and inform the PCM Program Managers. Transfer of consumers between Skills Trainers to maintain balanced caseloads, with good geography, as directed. Provide ongoing support to PCM Program Managers, Team Leaders and staff as needed. Answer incoming phone calls or make outgoing phone calls, as required. Must report any suspected incidents of physical or emotional abuse to the appropriate reporting agency and a PCM Supervisor or Program Director. Perform other Duties as assigned by PCM Operations Manager. Skills Computer skills- MS Word, Excel Good written and verbal skills Strong organizational skills Accuracy and attention to detail Ability to multitask Adaptability/flexibility Self-motivated Experience with services to people with disabilities who are living in the community Familiarity with Mass Health’s PCA Program is preferred. Ability to creatively problem solve and adapt easily and quickly to challenges and new environments. Ability to preserve complete confidentiality of consumer and employee information Understanding and commitment to the Independent Living Philosophy.