The ECI Administrative Tech provides professional, customer friendly support services to the ECI program.  These duties include: telephone back up coverage, administrative and/or routine technical program support, maintaining the program database, receiving referrals, updating the spreadsheet reports, requesting prescriptions and medical records and completing special projects as requested by the Program Director and Director designee. Back up duties include: telephone coverage, document creation, copying, scanning, maintaining filing, routing mail, receiving referrals, and maintenance of kitchen and conference room. Proficient in internet and email use, Microsoft Office programs such as Word, Excel and Publisher. This person reports directly to the Office Manager.  Travel requirements are minimal.  This person is required to use own personal vehicle and will receive mileage reimbursement

ESSENTIAL TASKS AND PURPOSES:

• Responsible for data entry on the ECI spreadsheet tracking form.
• Daily entry of progress notes 
• Daily entry of IFSP, updates, referrals, admitted clients
• Caseload updates, as requested by Director or director designee.
• Back up for phone and office coverage.  Correspondence and phone calls are handled in a professional and timely manner
• Calls are taken in courteous and professional manner
• Routes calls or takes complete messages for program staff
• Welcomes visitors and alerts staff when appointment has arrived
• Retrieves and delivers messages from answering machine and Email
• Works with the office manager to arrange for office and phone coverage when away from the work site.
• Employee tracks prescriptions and request new ones
• Track prescriptions and request new ones every 6 months.
• Scan prescription to Promedda in a timely manner with date of receipt. 
• Updates Weekly Report for staff on a regular basis 
• Maintain Transition, 28th day, LPHA sections of Weekly Report ? adding and removing weekly. 
• Employee completes reports and projects in a timely manner
•  Completes reports and projects in a timely manner as requested by Program Director or Director designee
• Receives referrals in a professional manner following ECI policy and procedures.
• Will take referrals and complete the necessary paperwork to process the referrals
• Will follow all ECI policy and procedures regarding referrals
• Will attach medical records, ICD-10/medical eligibility with referral, if available. 
• Completion of required staff development training.
• Must complete required training with WTCMHMR. Must complete minimum training required by the local ECI program.
• WTC MHMR Petty Cash.
• Supervises distribution of Petty Cash. 
• Assures all transactions are acceptable according to WTCMHMR guidelines.
• Each transaction is recorded appropriately.
• Ability to handle/coordinate many responsibilities at one time and must work well under pressure/stressful situations in a professional manner
• Ability to work independently and to use good time management skills.
• Follow through with assigned talks in a timely manner.
• Responsible for updating Transition Spreadsheet and entering Transition progress notes in Promedda and TKIDS
• Will update Transition dates on Caseload spreadsheet
• Will check Promedda for Transition completion and contact staff for clarification
• Send bi-weekly report to Director with Transition due dates. 
• 28th Day Reports
• Update caseload spreadsheet to maintain 28th day timelines. 
• Sends bi-weekly report to Director with 28th day due dates. 
• Requests Medical records and make them available to staff
• Once consent is received, will contact doctor to request medical record.
• Will scan medical into charts weekly with date of receipt. 
• Will give RN to review
• Request medical records annually, with consent
• Release of Medical Records
• With consent, will send requested records to sources ? Head Start, ISD, etc
• Will consult with Director and WTC Records/IT Director when receive a subpoena for records
• Will follow protocol for what records to be sent, as per Director. 
• TRAD Reports
• Send TRAD reports to designated office staff on 10th of month
• Pull all TRAD Final reports on 21st of month and put in Google Drive
• Enter % Delivered on Weekly Reports on 21st of each month
• Send Planned reports to each staff on 30th of each month, as requested by Director. 
• Send Reassessment report to each LPHA on 30th of each month, as requested by Director. 
• Physician Lists
• Maintain the list of physicians and specialist every 6 months
• Create list of what documents each referring physician want to receive after referral, with consent.
• Work with Director to maintain referral list and monitor new/lapsed referrals
• Sends referral questionnaire yearly and shares results with Director. 
• Smartcare and ProMedDa
• Timely and correct data entry into Smartcare
• Timely and correct data entry into ProMedDa
• OneSpan
• Timely and correct entry of forms into OneSpan
• Works with family contact to verify forms were received and signed
• Work with staff to verify correct forms were sent
• d)Timely downloading of forms from OneSpan and entry into ProMedDa
• Pamphlet and Handbook ordering
• Manages pamphlet and handbook inventory
• Orders pamphlets and handbooks in a timely manner
• Library
• Maintain library- numbering new books, signing out/asking for returns from staff
• Maintain library resource guide. 
• Completes other duties as assigned

ESSENTIAL WORK BEHAVIORS:

All employees are expected to comply with all West Texas Centers (WTC) Policies and Procedures. This includes but is not limited to the following:

• WTC Code of Conduct Policy and reporting requirements
• WTC Corporate Compliance Policy, related procedures and reporting requirements
• Abuse, Neglect & Exploitation Policy and reporting requirements
• Standards for Employees Policy
• Property and Equipment Policies and related procedures

Staff will establish and maintain effective work relationships with individuals served and their families, supervisors, co-workers, and visitors by demonstrating cooperative, courteous, and respectful behavior. Staff will adhere to rules outlined in Confidentiality Statement signed by employee and follow Information Services policy/ procedure guidelines related to security and accountability as a user of WTC network and software application technology.

All team members will promote and ensures safety guidelines are followed for the work environment by maintaining clean, neat, organized and safe work areas. This includes but is not limited to the following:

• Safety concerns are reported to supervisor immediately upon discovery and/or corrected.
• Identifies and reports any unsafe factors in the environment.
• Reports and/or corrects safety hazards in the work area.
• Utilizes universal precautions when handling all blood and body fluids.
• Adheres to all standards, policies and procedures of infection control.
• Universal precautions are utilized in accordance to WTC policy and procedures.

Team Members must have and maintain a driving record that is acceptable for insurability through the Center's insurance carrier.  Staff must maintain a safe, inspected and road-worthy vehicle and have a valid Texas Driver's License. Staff must notify supervisor immediately of any driving violations or citations received from law enforcement with no evidence of failure to report. Must meet the criteria that indicate a commitment to safe and responsible driving as defined by the Texas Risk Management Fund.