Onboarding Trainer (Ambassador)

DUTIES & RESPONSIBILITIES

1. Become familiar with the NEW CCBHC model of care used throughout FCS clinical programs.

o Certified Community Behavioral Health Clinic (CCBHC) is intended to provide integrated, evidence-based, trauma-informed, recovery-oriented and person-and-family-centered care. The CCBHC offers the full array of CCBHC-required mental health, substance use disorder (SUD) and primary care screening services. At the cornerstone of CCBHC is care coordination and team based service delivery.

2. Assist in screening applicants on open requisitions

o Create a daily routine of checking for new applications.

o Based on supervisor position requirements, Screen resumes to determine which candidates meet the minimum requirements.

o Maintain an applicant tracking system, review applicants attached to open requisitions. Review applicants; schedule qualified applicants for interviews with program hiring staff.

o Work closely with Supervisor and respond timely to applicant inquiries regarding application status

o Conduct initial screening, which are then used to narrow the number of potential candidates who will be interviewed by the hiring manager.

o Set up interview appointments between the chosen candidates and the hiring manager.

o Perform in-person, telehealth, and phone interviews with candidates

o Make recommendations to hiring managers

o After interviews have taken place and the hiring manager expresses an interest to hire a candidate, coordinate the reference and background checks.

o Communicate with hiring supervisor regarding questions/status of job offers as applicable.

3. Serve as new employee mentor

o Serve as a subject matter expert to new hires; be a champion of best practices to aid their development to be a knowledgeable and productive member of the treatment team.

4. Create onboarding schedule for new hires to complete within onboarding timeframe.

5. Create a multi-tiered shadowing program for new hires

o New hire shadows multiple employees

o New hire shadows staff to understand everyone’s role to ensure they know how to coordinate with team.

o Schedule multi-tiered Shadowing experience with multi-disciplinary team

§ New hire shadows seasoned staff.

§ New hire co-facilitates sessions with seasoned staff.

§ New hire leads sessions with seasoned staff reverse shadowing.

6.Create a positive welcoming culture within department for new hires

o Create welcoming culture among current employees to welcome and include new team member in department life

o Make employees feel welcomed

o Help new employee integrate into team and meet all team members.

o Assist new employee with cohesive team integration

o Assist new employee to make connections with team members

7. Create a positive and welcoming new employee experience

o Promote a welcoming and positive new employee experience with welcome signs, lunch, cookies, etc. Let new hires know you are their mentor.

o Build relationships with newly hired employees

o Facilitate onboarding meetings and new hire orientations

o Ensure employees are given the resources and support they need during the onboarding experience

o Mentoring new hires throughout the onboarding process and support the development of resources and tools to enhance their experience.

o successfully bring them aboard.

8. Immerse new employee in company culture.

• Promote diversity, equity, and inclusion with all new employees
• Attend the agency In-Reach trainings.
• Provide guidance to staff on departmental philosophy and agency culture.
• Work with program leadership to create and support engaging workplace culture and environment for all new department staff
• Solicit feedback from new employee on what our department can do to help new employees thrive.
• Facilitate successful employee engagement

9. Onboarding program: Orient new hires to the nuts and bolts of agency life

• Help new hire organize/calendar for successful completion of the onboarding experience
• Let new employee know the different roles the program ambassador will play in orienting new employees vs the supervisor or program director and chief orientation responsibilities.
• Ensure completion of new employee required paperwork ie, supervisor check list, safety checklist. Etc.
• Ensure new employee equipment and technology is properly set up and delivered. Assist new hire to integrate into their surroundings, office decorations lamps, furniture issues, etc.
• Schedule a group lunch for new employee.
• Serve as good will program ambassador and share vital information about the ins and outs of the job, workplace norms, facility issues ie, safety, keys, security, office supplies, dress codes, work hours, work behavior, parking issues, elevator issues, organizational hierarchy, what friendly looks like at FCS. workplace culture and environment for new staff.
• Provide tour of space and other floors. Make sure they know where bathrooms, mail room, copy room, file room, employee mailboxes, and other important places are located.
• Show them where IT help desk is located, and trouble shoot when you can.
• Explain how to use the communication portal if needed

10. Serve as the advisor to the new hire on how to use agency communication vehicles to feel connected and informed.

Communication vehicles

• Provide E tour of FCS Website
• Provide e- tour of staff connections
• Review use of SharePoint
• Review how to setup outlook for emails and schedule
• Review use of Microsoft teams.
• Review how to use agency phone
• Log in to VPN
• IT access person and phone
• Review mileage app
• Provide links to fcs social media channels
• Review newsletters
• Discuss internal email usage, texts, and team chat

11.Serve as new employee pipeline for numerous types of agency information

o Answer any questions about Human Resources matters including benefits and employee handbook

o Explain the organization chart and how functions are organized

o Review important policies and procedures

o Ensure successful completion of new employee electronic health record orientation, other professional training topics, and onboarding related questions

o Respond to general inquiries as they arise.

o Review mission, strategic plan, major goals of FCS and program goals

o Review ODMHSAS certification

o Review credentialing information to ensure new hire is credentialed within onboarding timeframe

o Review National accreditation

o Review risk management and PQI

o Review program specific brochures, videos, COA narratives

12. Serve as new employee pipeline for department and program information

o Review and answer any questions new hires may have about other orientation material received from other departments EHR<HR

o Relevant PBI and other client data sets,

each and mentor informal and formal rules of engagement, and tips on how to be prepared to excel in their job.

o Describe departmental philosophy and agency culture.

o Review information on client demographics, program videos, paperwork, documentation and all other program material.

o Review program specific electronic health record orientation review commonly used forms used in the program.

13. Evaluate and propose process improvements to onboarding and refresh manual biannually with other onboard specialists

• Regularly assess and recommend onboarding enhancements and changes to drive a better onboarding experience, retention, and engagement of new hires.
• Follow up with new employees to evaluate on-boarding experience and recommend ways to enhance the new hire onboarding programs and experience.
• Identify gaps and inefficiencies in the onboarding experience; develop and implement solutions that simplify, modernize, and excite the onboarding experience
• Provide recommendations to the onboarding committee for updates and additions to on-boarders manuals used across the agency

14. Ensure new hires receive all required onboard training from various departments and

• 
  CCBHC orientation, IT, clinical orientation, EHR, DOC U, Clinical Orientation, Assessments, Diagnosis, Care Plans, Progress Notes, Collaborative Documentation, Group Work, and Suicide, Homicide, and Violence Risk Assessment, crisis response and management Primary Care and Behavioral Health Integration, care plans, Person and Family Centered and Evidence-Based/Trauma-Informed Care, Field Based Safety Training, Best Practices in Utilization of Family Support Providers and Peer Recovery, etc.
• Ensure new hires are effectively trained by clinical supervisor in their program models of care and EBT’S.
• Ensure training modules are completed before due dates by reminding and following up with staff.
• Provide support and guidance on implementing core CCBHC service delivery model

15. Instruct new hires how to effectively use Relias online training

§ Educate staff on how to access Relias Learning and register for trainings.

§ Ensure staff are enrolled and completing trainings and annual update training before due dates and expirations.

§ Ensure Relias Learning is completed before due dates by emailing and following up with staff.

§ Perform compliance reports quarterly and provide results to supervisory personnel.

§ Make recommendations to supervisor and training department for additions, changes or revisions to Relias courses for new hires.

§ Ensure sufficient course offerings are scheduled to address on-going staff needs and program requirements.

16. Assist supervisors with program specific orientation and how program fits within the larger agency.

• 
  Orient to program specific workflows, EHR forms, and documentation and all other program matters.
• Orient new hire to how program and clients served within program fit within the larger agency structure and continuum of care.
• Direct employee to review agency wide and program specific workflows, policies, and procedures

17. Miscellaneous and other training activities:

a. Perform other program related duties and/or special projects as assigned.

b. Provide assistance as needed to Director of Clinical Training for quarterly in-service training fairs.

ESSENTIAL COMPETENCIES:

Professional requirements

• Exhibit knowledge of agency personnel practices, employee handbook,
• Stay current on professional literature regarding research and best practices within the areas of case management, peer recovery support and care coordination.

Must be able to demonstrate competencies and adhere to the values and core principles of CCBHCs. At a minimum, they include:

• 
  Coordination & Collaboration
• Accessible & Available
• Evidenced Based
• Person-Centered Care
• Family-Driven Care
• Recovery Oriented
• Trauma Informed
• Data Driven
• Co-Occurring Capable
• Culturally Competent

All CCBHC required training courses must be completed within in 30 days of hire.

ESSENTIAL BEHAVIORS:

1. Additional assignments are assumed willingly.

2. Demonstrates sensitivity to cultural and ethnic differences in all interactions.

3. Adheres to agency policies and procedures and supports agency mission and values.

4. Completes all required paper work and reports accurately in a timely manner.

5. Meets established performance/productivity standards as determined by program and agency leadership.

6. Practices accountability, confidentiality and strong ethical standards.

7. Demonstrates integrity as evidenced by honesty, trustworthiness, respect for self and others, sincerity, and valuing diversity.

8. Demonstrates the ability to work collaboratively with other personnel and/or service providers or professionals.

9. Utilizes agency technology and attends training on updates and/or new applications.

10. Exhibits responsibility through good attendance, effective time management, dependability, self-discipline, flexibility, and working independently.

11. Promotes team building through encouragement, support, shared decision-making, and the seeking of synergistic results.

12. Utilizes supervision appropriately and willingly participates in training, demonstrating a desire for learning and professional development.

13. Communicates effectively both verbally and in writing.

14. Partners with and openly communicates and collaborates with department associates, program managers, and other staff associates

15. Demonstrates excellent customer service both internal and external

16. Openly supports departmental and organizational changes.

17. Participates in identifying continuous improvement areas within department or agency and presents possible solutions.

18. Consistently produces quality work.

19. Utilizes necessary knowledge and skills to perform the job, keeping current with new and best practices.

20. Attends and participates in required department and agency meetings and trainings.

QUALIFICATIONS:

Bachelor’s degree required. 1-3 years related experience preferred. Must be outgoing and self-motivated, with exceptional customer service skills. Must have strong time management and organizational skills, be detail-oriented and have the ability to multi-task. Must have the ability to maintain confidentiality and communicate effectively with employees, supervisors and the public. Must have excellent written and oral communication skills. Must be highly proficient in Microsoft Office. Experience working with an applicant tracking system preferred (UltiPro Recruitment experience a plus). Effective working in a team environment. Must possess a valid driver’s license and satisfactory driving record, and use personal automobile to travel to locations other than primary office.

This job is classified as a “safety-sensitive” position as defined by the Oklahoma Medical Marijuana and Patient Protection Act. Due to the “safety-sensitive” classification, an employee in this position would be subject to drug and alcohol testing, including random testing. Marijuana is one of the substances included in the drug panel screening. Possession of a medical marijuana license will not excuse you from the testing process or the consequences of testing positive for marijuana per the Family & Children’s Services Drug Free Workplace Policy, including possible revocation of a job offer or dismissal from employment.

• Bachelors or better in Psychology or related field

• Drivers License

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)