Referrals Specialist - Bilingual

About Us: 

Counseling 4 Kids is a resilient community mental health agency driven by our steadfast commitment to quality care and unparalleled dedication to client engagement. At the core of our mission is a profound belief that every child deserves compassionate support and effective treatment. We prioritize our clients above all else, ensuring their needs are met with empathy and expertise.

Why Counseling4Kids? 

Our agency is not just a place of work; it's a dynamic environment where innovation, teamwork, and resilience flourish and where resilience is valued. We embrace creativity and collaboration, fostering a culture of welcoming and nurturing new ideas. Our commitment to staff well-being is paramount, providing a supportive and inclusive atmosphere where every team member can thrive and grow professionally.

As we continue to evolve and expand our services, we invite visionary leaders in mental health to apply for our Referrals Specialist position. This pivotal role offers the chance to shape our agency's future, lead a dedicated team of professionals, and profoundly impact the lives of children and families in our community. If you are passionate about transforming lives, driving innovation, and upholding the highest standards of care, Counseling4Kids is the place for you.

About the Role: This is for a contracted employee role, with an expected duration of six (months). At the end of the contracted period of employment, job performance, attendance, attitude and overall interest in the job will be assessed in a performance evaluation to determine if an offer of full-time at will employment will be made, if the contract period will be extended, or if the contract will be ended without further offer of employment. 

JOB SUMMARY: The Referrals Specialist's responsibility is to fully engage and nurture the needs of each client by effectively and efficiently processing documentation which will facilitate the coordination of services and resources available through Counseling4Kids.  Provides a high level of customer support that is professional, personal, and sensitive to the needs of clients while adhering to C4K’s policies and procedures.  Effectively establish supportive relationship with clients, staff, and outside entities to garner resources necessary to provide comprehensive services to all clients. The Referral Specialist shall perform the duties below:  

ESSENTIAL FUNCTIONS:  

• Uphold the mission and core values of Counseling4Kids.  

• Assign and track all incoming client referrals and transfers, including but not limited to ensuring that the department is:  

• • Obtaining necessary referral information including releases from the child’s attorney.  

• • Communicating with the referring party about the ongoing status and needs of the client prior to assignment and making necessary referrals for clients when appropriate. 

• • Entering client data into all necessary databases

• • Checking Medi-Cal or other insurance eligibility and referrals at the point of assignment.  

• • Opening and closing episodes in IBHIS System.  

• • Conducting PHI checks.  

• Maintaining and managing a priority of service list as necessary, including prioritizing referred clients based on urgency of need and time referred.  

• Coordinating transfer of clients to therapist when needed, including making changes in IBHIS and Exym.  

• Responsible for ensuring that the department is adhering to agency policy to ensure timely access to care for all patients by:  

• • Updating the department calendar.  

• • Delegating tasks to the appropriate referral team members.  

• • Attend and/or lead referral, scrum, and other required meetings as scheduled. 

• • Facilitates and presents department training, and participates in cross-training for administrative duties and functions.  
    

• Maintain correct client information in IBHIS and Exym, including ensuring that both systems contain identical client/case information and correcting discrepancies as needed.  

• Assist the Client Services Department in maintaining
  compliance with DMH required tracking systems (NAPPA), by attending meetings with other departments as necessary and reviewing utilization.  

• Run and utilize department reports
  to make data driven decisions. This includes but is not limited to:  

• • Manage and ensure data from Capacity Reports is up to date. 

• • Track referrals from DMH systems like FSP and SRTS to ensure proper dispositions are entered in a timely manner. 

• • Run weekly reports, scanning, and uploading as needed.  

• Maintain clinical Records:  

• • Open, close, and update cases in Exym and IBHIS. 

• • Review clinicians’ paperwork and make corrections, or alert clinician or supervisor as appropriate.  

• • Enter clinical paperwork into Exym and track all incoming hard copies of chart documentation.  

• • Complete and update Service Request logs in Exym.  

• • Conduct chart audits as needed. 

• Developing relationships with DMH, community organizations, and leaders in promoting the agency and further referral opportunities.  

• Maintains knowledge by attending educational workshops, DMH meetings, reviewing publications and/or establishing personal networks.   

• Maintain communication with relevant agencies for purposes of referrals and Counseling4Kids availability to receive cases. 

Physician Support:
 

• Tracking and assigning all medication referrals as needed. 

• Assist Psychiatrist as needed, including:  

• • Completing and tracking medication authorization forms.  

• • Making medication appointments and performing reminder phone calls to caregivers/clients and providers.  

• • Providing translation services, if applicable.  

• • Providing support related to the physician’s completion of required documentation of services provided including ensuring that the medication forms are completed when cases are open and annually, along with ensuring all required signatures are required and goals are updated annually. 

• Assist with preparing for Client Services meetings and trainings as necessary.  

• Participate in cross-training for administrative duties and functions and provide administrative coverage and support when necessary.  

• Other duties as assigned.  

General Administrative Duties
 

• Serve as primary contact in the reception area for clients and visitors.  

• Perform general reception duties including but not limited to maintaining the waiting area and therapeutic spaces. 

• Provide translation and/or interpretation services when needed. 

• Provide administrative coverage and support when necessary.  

• Provide translation and/or interpretation services when needed. 

• Assist the other departments with administrative support on routine daily tasks and on special projects (i.e. help with letter-writing, copying, faxing, contacting providers and community partners, gathering materials, doing research, creating spread-sheets, tracking data, and creating reports).  

• Other duties as assigned.  

MINIMUM QUALIFICATIONS:  

• BA in psychology, social work or related field 
  

             -OR-  

• One of the following equivalents:
  • AA degree in related field and minimum 2 years relevant work experience 
    
  • 4 years related work experience in a mental health agency  

• Solid written and verbal communication skills
• Ability to be resourceful and proactive when issues arise
  
• Excellent organizational skills
• Multitasking and time-management skills, with the ability to prioritize tasks
  
• Bilingual English/Spanish required 

PREFERRED QUALIFICATIONS: 

• Knowledge of DMH systems and procedures 
  
• Knowledge of the Integrated System and Medi-Cal billing 
  
• Knowledge of Microsoft Suite (i.e. Outlook, Word, and Excel)
  
• Knowledge of office equipment (i.e. fax machines and printers)

EEO Statement:  

Counseling4Kids provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Counseling4Kids complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.  

Counseling4Kids expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Counseling4Kids’ employees to perform their job duties may result in discipline up to and including discharge.