Denton County MHMR Center employees are to be committed to fostering an open, inclusive, and supportive environment that welcomes and embraces diversity in all forms. Denton County MHMR Center defines diversity broadly to include race, ethnicity, abilities (mental/physical), gender, gender identity, immigrant status, language, religion, sexual orientation, socioeconomic status, veteran status, age, and other groups.

Denton County MHMR Center employees are to strive to maintain a trauma sensitive workplace, to embrace trauma sensitive and informed practices, and to foster a supportive and welcoming environment of care.

General Description

Under the supervision of the LA Program Manager and within federal, state, and local guidelines, performs routine administrative support or technical program assistance work. Work involves disseminating information, maintaining filing systems, and performing internal administrative support work.

The Local Authority (LA) Team Leader will be responsible for greeting individuals, parents and visitors as they enter the front lobby. He or she will provide a courteous, friendly, and concerned attitude for the needs of those seeking services. This position will be responsible for data entry, maintaining the HCS Interest List, and other clerical duties as assigned. This position will demonstrate understanding of the sensitivity of confidential and proprietary information. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment.

Education, Training and Experience (including licensure and certification)

High School Diploma or equivalent required. One-year general office, computer experience and data entry experience required. Medical office experience preferred. Experience with Microsoft Word and Excel required.

REGISTRATION, CERTIFICATION, LICENSURE OR OTHER QUALIFICATIONS:

• All job specific training must be completed within 30 days of hire.
• Must maintain a valid Texas driver's license, auto liability insurance and a driving record acceptable to the Centers insurance requirements.
• Good interpersonal skills.
• Ability to use 10-key by touch.
• Can adjust to various job demands, consumer inquiries and still project a positive, professional image.

Knowledge, Skills and Abilities

• Knowledge of office practices and administrative procedures.
• Skill in the use of standard office equipment and software.
• Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; and to communicate effectively.

Essential Duties

Greet individuals served and guests.

• Acknowledge individuals and guests and determine who they need to see.
• Notify providers and/or appropriate office staff that someone has arrived.
• Ensure lobby and conference rooms are neat and clean.
• Assist families and individuals resolve questions or concerns.

Perform other general clerical duties as assigned (typing, faxing, mailing of correspondence, ordering office supplies, maintaining office machines, filing, etc.)

• Maintaining office machines: contact service company for copier malfunctions and issues.
• Ordering supplies:
  • Sort supplies and distribute to staff.

• Follow-up with purchasing department for order confirmation and missing supplies.

• Correspondence:
• Send permanency plan review notices to families.
• Send "no contact" letters to individuals if unreachable by phone.

Perform data entry on Center computer systems.

• Ensure accuracy of all data entry.
• Maintain strict confidentiality of client data.

• Complete miscellaneous CARE forms and submit to CARE Team Leader for data entry.
• Create new Local Case #'s for clients.
• Enter DSALs for EOM billing.
• Complete Permanency Plan data entry and send approval to assigned service coordinator.
• Complete data entry on TMHP portal for ICF admissions.
• Follow-up with DADS or providers as needed.
• Complete data entry on TMHP portal for ICF admissions.
  • Follow-up with DADS or providers as needed.

Adhere to Center wide Policies and Procedures.

• Demonstrate knowledge by compliance with policies and procedures.
• Assist in training LA Program Assistant:
  • Duties as a Safety Officer.

• Completing CARE data entry.
• General Denton county MHMR procedures.

Provide back up for LA Program Assistant as needed.

• Run weekly reports for supervisors
  • CARE reports
• A/B counts reports
• Complete data entry for renewal/revision IDRCs and IPCs.
• Monitor status of transfer data entry if necessary.

Provide back-up and support for Intake Coordinator

• Scheduling Intake Appointments.
• Assisting with CFC program.
• Fill in for Intake Coordinator during Intake appointments.

• Schedule DID appointments.
• Submit CFC referrals to MCO.

• Assist with CFC program.
• Complete IDRC data entry in CARE, follow-up with DADS if needed.

Identify revised forms and distribute to appropriate people.

• Monitor DADS website for form updates.
  • Notify supervisors and LA program assistant.
• Update originals on computer, copier and in packets.
• Manually update forms and submit to Medical Records for approval.

Demonstrate ability to communicate effectively with staff, individuals served and families.

• Assist service coordinators in completing CARE forms and DADS paperwork.
• Answering general questions about paperwork and procedures.

Add individuals to the HCS/TxHmL Interest Lists.

• Explain IDD services offered by DADS and Denton County MHMR.
• Confirm individual or guardian lives in Denton County and complete initial contact packet.
• Provide contact information for appropriate Local Authority if address is out of county.
• Complete initial Interest List data entry in CARE within 75 days of initial contact.
• Mail Explanation of Services and original Identification of Preferences form to individual
  • File original and signed copy of Preferences form in Medical records.

Update HCS/TxHmL Interest Lists biennially. Must contact at least 50% of the list the first year and the remaining 50% by the end of the second year.

• Make contact with individual, guardian or family to confirm contact information and interest in services.
• Complete progress notes and Interest List CARE form to document contact.
• Complete data entry in CARE.
• Contact HHSC to update contact information on the CSIL/SASO portal.
• If requested:
  • Mail copies of the Explanation of Services or community resources.

• Send the individual a letter with their current Interest List status.

Transfer individuals on the HCS/TxHmL Interest Lists

• Transfer Interest Lists to new LA's
• Accept incoming transfers.

Outgoing transfers:

• Confirm address change with individual and update in CARE
• Notify receiving LA of transfer and confirm that a Local Case # has been set up
• Complete transfer data entry in CARE
• Email or fax a copy of the original Identification of Preferences form to new LA.

Incoming transfers:

• Notified of transfer by LA.
• Confirm transfer, and if necessary, with supervisor, check attachment O.
• Create Local Case # if needed and confirm transfer in CARE.
• Request copy of original Identification of Preferences form for medical records.

Monitor HCS/TxHmL Program Enrollments.

• Notified by DADS of enrollments offered.
• Prepare email to notify Program Administrator, Program Manager and service coordination supervisors.
• Add individuals to enrollment spreadsheet.
• Confirm individual lives in Denton county.
  • Notify and confirm transfer with new LA.
• Send offer notification letters to individual, guardian and family within three days.
  • Mail copies to every address on file.
• Check HHSC portal for any other programs' individual could be enrolled in. Notify service coordinator if there is an active enrollment.
• Prepare enrollment packets for service coordinators.
• Receive completed paperwork to enter into CARE and submit to DADS.
  • Confirm that DADS has received copies.
• If chosen provider is outside of Denton County, notify new LA of transfer.
• Check for enrollment approvals in CARE and update spreadsheet.
• Notify Program Administrator, Program Manager, Program Assistant, service coordination supervisors, billing department and medical records of Active enrollments.

• Follow-up with service coordinator if DADS requests additional documentation.

• Transfer paperwork for new LA to complete data entry.