Support Services Specialist

Summary: Responsible for the ensuring the smooth and efficient daily operations of the preschool division of support services by assisting families and educational/therapy teams. Key duties include managing paperwork for student enrollment, treatment plans, scheduling, and annual conferences. The position also collaborates closely with the Directors of Little Rock Developmental Preschool (LRDP) and Outpatient Services, as well as LEA/School Districts, to support accurate and timely processing of enrollment and program requirements. Success requires strong attention to detail, accuracy, and organizational skills to maintain compliance and efficiency. Because of the sensitive nature of the work, strict adherence to HIPAA regulations and the proper handling of Protected Health Information (PHI) with the highest level of confidentiality and professionalism are essential.

Essential Duties and Responsibilities: include the following. Other duties may be assigned. 

• Develop and maintains processes and procedures, database, and communication system (mail, phone, email) to ensure that ESA documents, timelines and requirements are completed and always followed.
• Works collaboratively with the LEAs/School Districts to provide all requested documents to meet timelines set by LEAs/School Districts for their completion of due process for all 3 - 5-year-old children receiving services in the LRDP.
• Ensure that a space is designated and reserved for all conferences and that all participants have been invited and received an initial and follow-up email/phone call regarding the purpose of the meeting and the date/time and location.
• Prepare reports and documents for conferences.
• Enters and maintain data in a designated system for all LRDP – EIDT children that includes their goals and objectives of therapy disciplines, special education, and medical, if applicable.
• Maintain a current contact list of children, parents/guardians, staff, contracted service providers.
• Maintain a filing system for all children’s intake, treatment, and conference information. Filing should be completed within 48 hours of conference and/or completion of documents. As children enroll and discharge, add or remove files and information within 48 hours. Files for children who are discharged from all services at Easterseals Arkansas are to be maintained for 7 years after discharge.
• Provide copies of records to third parties and other requested agencies with parent/guardian consent to release information after records requests are received. (within 48 hours of parent consent).
• Provide copies of reports and other records to parents/guardians within 48 hours of request. 
• Ensure that the office and surrounding workspaces are maintained in a professional, safe, and organized manner. 
• Assists families with Medicaid applications and PCP assignment including follow-up to ensure funding is obtained and remains active.
• Works collaboratively with billing department to assist families when Medicaid and/or DDS funding eligibility becomes inactive. 
• Obtain and maintain DDS numbers for all children enrolled in LRDP with disabilities and provide the DDS numbers to the billing department upon receipt.
• Assist with routine correspondence and mailings.
• Assists Support Services in other administrative functions of the department.
• Provides coverage for receptionist for OSB as needed.

Compliance/HIPAA:

While performing the duties of this job, employee will comply with all federal, state, and local laws and regulations pertaining to Easterseals Arkansas.

Employee has access to all client protected health information of the individuals directly served by this person, except psychotherapy notes. Employee will not attempt to access any other protected health information unless otherwise approved by Supervisor or Privacy Officer.

Supervisory Responsibilities:

This position has no supervisory responsibilities.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

High School Diploma/GED and 3-5 years’ experience in healthcare, education, or social services support/administrative services. Bachelor’s Degree in health, education or social services preferred.

Core Competencies:

• Communicate effectively and appropriately both verbally and in writing.
• Is knowledgeable of due process requirements and parent/child rights and can communicate effectively with parents and assist them during conferences with LEAs/School Districts.
• Supports and explains reasoning for decisions.
• Listens and gets clarification.
• Responds well to questions and provides concise answers.
• Identifies and resolves problems in a timely manner.
• Develops alternative solutions.
• Uses time efficiently.
• Exhibits objectively and openness to other’s views.
• Supports everyone’s efforts to succeed.
• Develops personal leadership skills.
• Fosters quality in others, improves processes, products, and services.
• Understands and follows all licensing and governing regulations.
• Applies strict HIPAA compliance with a high level of accuracy and attention to detail. 

Physical Demands: While performing the essential functions of administrative assistant, the employee will be required to sit, stand, walk use hands to finger, handle, or feel and reach with hands. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision.

Work Environment: The work environment characteristics described here are representative of those an administrative employee encounters while performing the essential duties of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Easterseals Arkansas has designated this position as a “non-safety sensitive” position under the Arkansas Medical Marijuana Amendment.