General Description
The Assisted Outpatient Treatment Psychiatric Clinic Assistant (AOT PCA) works under the leadership of the Clinic Support Supervisor and within federal, state, and local guidelines. The AOT PCA performs entry-level to routine habilitative and rehabilitative patient care services work. Work involves providing health and personal care services to patients; observing, reporting, and documenting patient conditions and behaviors; and intervening in medical and/or psychiatric emergencies. This position will work closely with both the justice and court systems to ensure comprehensive services and coordination of care for individuals served.
This position is responsible for assisting the AOT Nurse Practitioner, Nurses, Front Desk, and AOT staff in the coordination of services provided in the AOT Psychiatric clinic. Works under close supervision, with limited latitude for the use of initiative and independent judgment.
This is a Substance Abuse and Mental Health Services Administration (SAMHSA) grant funded position ending in September of 2028. Continued employment in this role is contingent upon the availability of additional funding. If further funding is not secured, the position will end on September 29, 2028.
Education, Training, and Experience
- High school diploma or equivalent required.
- Six (6) months prior experience in a clinical setting and Mental Health experience preferred.
Registration, Certification, Licensure, and Other Qualifications
- Must have and maintain a background and criminal history free from any disqualifying offenses as outlined by the Texas Administrative Code (TAC) and the Health and Human Services Commission (HHSC).
- Must possess and maintain a valid driver's license and automobile insurance.
- Individuals with an out-of-state driver's license must be able to obtain a driver's license in the state of Texas within thirty (30) days.
- Successful completion of all position-specific training within thirty (30) days of employment is required.
Knowledge, Skills, and Abilities
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Knowledge of patient care techniques and of treatment, therapy, and developmental programs.
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Skill in the use of computers and applicable computer software.
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Ability to provide patient care, administer first aid or cardiopulmonary resuscitation (CPR), to conduct Prevention and Management of Aggressive Behavior (PMAB), and to communicate effectively.
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Ability to work at the Denton Outpatient Clinic and Flower Mound Outpatient Clinic.
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Ability to display regular and reliable attendance.
- Understanding and practice of Trauma Informed Care principles.
- Ability to display regular and reliable (in-person, if required) attendance.
- Understanding and practice of Trauma Informed Care principles.
Essential Duties
The following list outlines key responsibilities for the position; however, it is not exhaustive and does not encompass all responsibilities. Additional duties may be assigned as needed.
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Ensures that clients are seen in the psychiatric clinic for scheduled and standby appointments in a timely manner by working closely with the Physicians, Nurse Practitioners, Nurses, Case Managers, and Front Desk Staff.
Answers phone or instant message notifications from front desk staff communicating client's arrival.
Maintains provider's schedule highlighting clients who have arrived, didn't show, who canceled, or are late.
Communicates with provider regarding client status, such as when they are checked in, if they are with a case manager, etc.
Communicates with provider and nursing staff about availability to add client to the schedule.
Follows up on requests from provider to locate client information, such as hospital discharge paperwork or medication lists.
Contacts case managers, nurses, or other staff for assistance or information as directed by the provider.
Follow clinic procedures for contacting clients who missed their provider appointments.
2.Prepares provider schedules and clients' documents for the physicians or nurse practitioners on a daily basis. Ensures the documentation is completed accurately according to the Center's policies and procedures.
Prepares the provider's schedule by notating clients' preferred names and pronouns, dates of birth, any Prescription Assistance Program (PAP) meds that may be at the clinic, center paperwork that may be expiring soon or expired (such as Texas Resilience & Recovery and Charity Care Assessment), any clinic paperwork that needs to be updated (such as medication consents, standing lab orders, etc) and any other relevant information.
Ensures client documents are available for provider, such as previous provider note, crisis screenings, hospital discharge paperwork, CRU paperwork, intake assessment, and lab results.
3.Educates clients on clinic guidelines, including but not limited to contacting the nurse line, lab work, ordering refills, and the crisis line.
Educates clients using clinic guidelines handout on how to contact nurse, schedule appointments, Clinic Pathology Laboratories (CPL lab) facilities with fasting rules, ordering refills and crisis line.
4.Checks each client in and out of the Psychiatric Clinic following clinic procedures.
Checks vital signs as delegated by a doctor or nurse, per protocol and documents promptly in clients' records.
Promptly reports any vital signs to the Nurse in Charge (NIC) that are out of normal range.
Completes PHQ-9 or other questionnaires and enters in clients' records promptly.
Ensures client paperwork is filled out completely by the client, such as Med Profile Updates, and assists with completion if needed.
Communicate with provider regarding client status, such as if check in is delayed due to client needing assistance with paperwork.
Coordinates with remote providers and sets clients up in telepsych rooms for their appointments.
Upon completion of telepsych appointments, escorts clients from telepsych room to lobby when notified by provider.
Obtains client signatures on medication consents, Authorization of Disclosure forms (consents), and other forms as needed as directed by the provider.
Enters lab orders into the lab web portal as directed by the provider and prints to the front desk printer to be given to client
5.Cleans check in/telepsych rooms and shuts down telepsych computers at the end of the day as assigned.
6.Processes labs and other documents from assigned providers' folders in a timely manner.
Mails abnormal lab letters and lab results to clients as directed, and documents in clients' records.
Sends completed/signed documents to medical records to be filed on a daily basis and removes from the providers folders according to clinic procedures.
Coordinates with provider to remove or organize other files as needed.
7.Processes prior authorization requests for prescription coverage as assigned in a timely manner.
Initiates prior authorization request for medication phone, fax, or online within one business day when assigned.
Reports coverage determination results to pharmacy and client in timely manner.
Documents prior authorization request outcomes in chart.
Processes appeals requests within two business days.
Contacts supervisors and/or providers for assistance and clarification when needed.
8.Completes audits and reports as assigned, which may include but not limited to:
PCA chart audits
Clozaril audit
No show letter audit
9.Perform additional duties as deemed necessary by supervisor within designated timeframes. These duties may include:
Answers Eval Phone as assigned and accurately schedules client evaluation appointments following clinic procedures.
Processing Clozaril labs.
Coordinating getting forms or letters signed by the provider for a client, including ensuring appropriate consents are on file.
Documenting calls from the nurse line in a timely manner and returning call or referring to the appropriate staff.
Observes self-medication as assigned (must complete training and be signed off by Director of Nursing or designee).
10.Provides emergency intervention when necessary, according to Department of Human Services (DHS) and Center Policies and Procedures.
Provides verbal Prevention Management of Aggressive Behavior (PMAB) intervention correctly when necessary.
Provides Cardiopulmonary Resuscitation (CPR) in an emergency until other medical aid arrives.
Provides emergency and non-emergency first aid until professional aid arrives or as directed by a licensed medical professional.
Provides emergency and non-emergency first aid effectively until first responders arrive.
Provides Cardiopulmonary Resuscitation CPR in an emergency until other medical aid arrives.
Provides verbal prevention management of aggressive behavior when necessary and does so effectively.
11.Participates in the Center's Zero Suicide Initiative.
Supports individuals experiencing a crisis by promptly connecting them with appropriate Center programs, such as the Mobile Crisis Outreach Team (MCOT), Psychiatric Triage, Crisis Prevention services, and/or other applicable resources. Ensure seamless coordination to facilitate timely intervention.
Remains with individuals, when deemed safe, to provide support and maintain a calm environment until specialized crisis staff or emergency personnel arrive to take over intervention efforts. Adheres to safety protocols to prevent escalation of the crisis situation.
Participates in debriefing sessions with the immediate supervisor or designated staff following a crisis event. Collaborate with the team to review the incident, identify lessons learned, and ensure all HHSC guidelines and Center policies are followed.
