State of Michigan Civil Service Commission Capitol Commons Center, P.O. Box 30002 Lansing, MI 48909 Position Code 1. DEPTSPV3 POSITION DESCRIPTION This position description serves as the official classification document of record for this position. Please complete the information as accurately as you can as the position description is used to determine the proper classification of the position. 2. Employee's Name (Last, First, M.I.) 8. Department/Agency MDHHS-CTR FORENSIC PSCHIATR 3. Employee Identification Number 9. Bureau (Institution, Board, or Commission) 4. Civil Service Position Code Description 10. Division Departmental Supervisor-3 5. Working Title (What the agency calls the position) 11. Section 6. Name and Position Code Description of Direct Supervisor 12. Unit IM, DAVID; SENIOR EXEC PSCH DIRECTOR 7. Name and Position Code Description of Second Level Supervisor 13. Work Location (City and Address)/Hours of Work KELL, CNTHIA L; SENIOR MANAGEMENT EXECUTIVE 19 / 8:00-4:30 p.m. Monday-Friday 14. General Summary of Function/Purpose of Position This position reports to the CFP Hospital Director and oversees and directs the operations of the Forensic Services (FS) Department. The Director of Forensic Services (FS) is a first line supervisor of departmental technicians and administrative support staff in a complex work area and a second-line supervisor of Client/Resident Affairs Representatives in a complex work area. The FS Director also supervises the Client/Resident Affairs Supervisor 2..The Forensic Services Department is staffed with supervisory, departmental technical, patient representative and administrative support personnel. Organizationally, this department functions as a central intake and provider of multiple services. This department provides services for CFP administration, CFP clinical staff, the CFP Evaluation Unit, Bureau of Hospitals & Administrative Operations staff, MDHHS Central Office staff, Area Hospital staff, the State of Michigan legal system (e.g. judges, attorneys, court officials, jail representatives), and patients and their families. Critical issues are addressed that can be legal, administrative or clinical in nature. In conjunction with the Forensic Services Supervisor, the Forensic Services Director assists in the selection, training and assigning of staff, ensuring equal employment opportunity in hiring and promotion. The Director also coordinates FS activities by scheduling work assignments, setting priorities, and overseeing the work of/providing guidance to subordinate employees. This position evaluates and verifies employee performance through the review of completed work assignments and work techniques. The FS Director also identifies staff development and training needs and ensures that training is obtained. The FS Director moreover ensures proper labor relations and conditions of employment are maintained. The position assists in research and provides statistical data to CFP staff, the Bureau of Hospitals and Administrative Operations, County Administrators, and MDHHS staff. The FS Director serves as the CFP s Transfer Coordinator and representative for the CFP in administrative tribunal court proceedings. The FS Director is actively involved in the Joint Commission and CMS continued accreditation process, and serves on the CFP policy committee.
15. Please describe the assigned duties, percent of time spent performing each duty, and what is done to complete each duty. List the duties from most important to least important. The total percentage of all duties performed must equal 100 percent. Duty 1 General Summary: Percentage: 40 Directs the provision of FS-related services to all CFP departments as appropriate, as well as for the Bureau of Hospitals & Administrative Operations, MDHHS Central Office, area MDHHS facilities, and Circuit, District, Municipal and Probate Courts for all 83 Michigan counties. Maintains professional working relationships with local government/township offices, police authorities, and county Community Mental Health agencies. Works with these outside agencies to identify and develop data sharing processes required for collaborative operations. Promotes the use of video court proceedings and conferencing and is expected to contact and facilitate meetings with probate court administrators and their technical staff. Serves as the CFP s Transfer Coordinator for the Department of Health and Human Services.
1. Directs Forensic Services office activities such as record management, equipment inventory, mail supply, procurement, and property and space utilization. 2. Directs the receipt and distribution of supplies and equipment and the maintenance of inventories and controls on supplies. 3. Maintains records, prepares reports and composes correspondence relative to FS work. 4. Directs the conducting of special studies and surveys in areas such as feasibility of offering new services within FS, cost analyses, and centralization and decentralization of services. 5. Directs the establishment of standard reporting forms and procedures for FS and supervises the preparation of FS-related manuals and other publications. 6. Oversees the preparation of statistical and other information for the CFP, legislature, and other government agencies. Identifies data required by outside agencies in order to work cooperatively with the CFP in providing services; ensures that these data are collected, stored, and extracted such that they can be reported in a fashion that meets operational needs. 7. Answers inquiries regarding FS-related functions, rules, regulations, and policies. 8. Interacts with professionals outside the CFP to promote services and maintain working relationships. 9. Communicates and interacts with departments inside and outside the CFP in a clear, respectful, considerate, professional and effective manner. 10. Coordinates the administrative and court-ordered transfer of patients to and from the CFP with CFP staff, Area Hospital staff, MDHHS Central Office staff and Community Mental Health (CMH) staff. 11. Ensures patients rights are not compromised during the transfer process. 12. Ensures patient transfers occur in accordance with relevant policies, rules, statutes and guidelines. 13. Represents the facility and provides necessary information and testimony at administrative tribunal transfer appeal proceedings. 14. Performs related work as assigned. Duty 2 General Summary: Percentage: 20
Directs and supervises the operations of the Forensic Services Department, including the work of the Forensic Services Supervisor (Client/Resident Affairs Representative Supervisor 2), the FS departmental technicians, and FS administrative support staff. 1. Selects and assigns staff, ensuring equal employment opportunity in hiring and promotion. 2. Coordinates FS activities by scheduling work assignments, setting priorities, and directing the work of subordinate employees. 3. Evaluates and verifies employee performance through the review of completed work assignments and work techniques. 4. Monitors time and attendance of subordinate FS staff. 5. Approves and/or denies leave requests of subordinate FS staff. 6. Provides corrective and/or disciplinary action to subordinate FS staff as appropriate. 7. Identifies staff development and training needs and ensures that training is obtained. Plans, develops and implements inservice training programs for the first-line FS Supervisor (CRAR Supervisor 2) and department staff. 8. Ensures proper labor relations and conditions of employment are maintained. 9. May occasionally perform any task assigned to subordinate staff, consistent with any licensing or certification requirements. 10. Communicates with subordinates in a clear, respectful, considerate, professional and effective manner. 11. Performs related work as assigned. Duty 3 General Summary: Percentage: 5 Directs the implementation and review of all department policies and procedures and ensures that they are reviewed and revised as needed
1. Directs the review and revision of FS-related policies, rules and regulations. 2. Directs and supervises the development, evaluation and maintenance of policies, procedures, rules, and regulations for the effective operation of FS programs. 3. Directs the review of new and amended MDHHS, Mental Health Code, or CFP-related laws, directives, rules and regulations as they pertain to FS issues. 4. Ensures adherence to all MDHHS, CFP and departmental policies and procedures. Duty 4 General Summary: Percentage: 5 Develops and conducts training on the responsibilities and services provided by the Forensic Services (FS) Department. 1. Is available to provide in-service educational training for new Nursing and Safety and Security staff. 2. Is available to provided training seminars for new clinical staff. 3. Conducts formal and informal seminars to keep agencies informed of FS services available, and how to procure services. Explains laws, regulations, and policies and procedures of the FS department to all staff at the CFP, Area Hospital staff and the Michigan Legal System. Duty 5 General Summary: Percentage: 25 Assists CFP clinical staff, Bureau of Hospitals & Administrative Operations staff, doctoral students, forensic fellows, and researchers with projects involving collection of legal and administrative data maintained by Forensic Services. 1. Attends meetings, provides input and prepares and presents FS-related data as needed. 2. Directs the research, collection, compilation, analysis and maintenance of necessary program data. 3. Directs the preparation of statistical reports, charges, graphs and related records as needed. Duty 6
General Summary: Percentage: 5 Attends hospital-wide and department meetings as required to serve on committees and work groups. 1. Serves on the CFP s Policy Committee. 2. Serves on the CFP s Executive Management Committee. 3. Serves on the CFP s Continuing Accreditation Committee. 4. Ensures that the Forensic Services department s work is in compliance with MDHHS and CFP policies and the Joint Commission and CMS Accreditation standards. 5. Serves on the CFP s Utilization Management Committee and provides quarterly statistical information to this committee. 16. Describe the types of decisions made independently in this position and tell who or what is affected by those decisions. Uses considerable and extensive independent judgment to adopt and comply with laws, regulations, and Administrative Rules to specific situations as needed. Often, decisions need to be made almost immediately regarding interpretation of unusual or emergency court orders for evaluation and/or treatment. 17. Describe the types of decisions that require the supervisor's review. Cases that are difficult and involve highly complex administrative and/or legal issues. A Show Cause or Contempt of Court citation would need to be brought to the immediate supervisor (Hospital Director) and Clinical Director s attention. In addition, patient court orders that are at risk of expiration and employee disciplinary problems require supervisor review. 18. What kind of physical effort is used to perform this job? What environmental conditions in this position physically exposed to on the job? Indicate the amount of time and intensity of each activity and condition. Refer to instructions. Standard office conditions (sitting, standing, walking). There is risk associated with having contact with both criminal defendants seen in the Evaluation Unit and inpatients at the Center. The job may require some travel to courts, Lansing, and area (regional) psychiatric hospitals. 19. List the names and position code descriptions of each classified employee whom this position immediately supervises or oversees on a fulltime, on-going basis. NAME CLASS TITLE NAME CLASS TITLE KOPKA, VALERIE L CLIENT RESIDENT AFFAIRS SUPV-2 11 SANDERS, TAMM S DEPARTMENTAL TECHNICIAN-E E9 MITCHELL, SAMANTHA L DEPARTMENTAL TECHNICIAN-E E9 BAUSMAN, TIMOTH A WORD PROCESSING ASSISTANT-E E7 Additional Subordinates 20. This position's responsibilities for the above-listed employees includes the following (check as many as apply): Complete and sign service ratings. Assign work. Provide formal written counseling. Approve work. Approve leave requests. Review work. Approve time and attendance. Provide guidance on work methods.
Orally reprimand. Train employees in the work. 22. Do you agree with the responses for items 1 through 20? If not, which items do you disagree with and why? es, new position. 23. What are the essential functions of this position? To oversee the daily operations of the Forensic Services (FS) department, which services area MDHHS facilities, the CFP, and circuit, district, probate and municipal courts for all 83 Michigan counties. To direct the maintenance of CFP data systems implemented in Forensic Services and respond to statistical inquiries as necessary. To act as Transfer Coordinator on behalf of the CFP for MDHHS. To be a first-line supervisor of the Forensic Services departmental technicians, word processing assistants and the Client/Resident Affairs Representative (CRAR) Supervisor. To train CFP and FS staff regarding CFP policies and procedures; criminal, civil and probate law; Administrative Rules; MDHHS Directives; and policies, procedures and operations of the FS department. To serve as directed on CFP standing committees and workgroups. A person in this position must be capable of working a minimum of 40 hours a week. To communicate and interact with subordinates and others inside and outside the CFP in a respectful, thoughtful, considerate, professional and effective manner. 24. Indicate specifically how the position's duties and responsibilities have changed since the position was last reviewed. New position. 25. What is the function of the work area and how does this position fit into that function? The function of the work area is to perform all duties as they relate to admissions, transfers, and discharges of forensic psychiatric patients, and scheduling of court-ordered forensic evaluations with available CFP examiners. These duties specifically include the need to: follow court order timelines for prompting and follow-up with applicable clinical staff to ensure timely court filings; process and serve legal documents on patients and doctors; arrange transport of defendants to the Evaluation Unit, and of patients to video court proceedings; arrange testimony for court hearings and set and schedule these in collaboration with the various courts; provide technical assistance and consultation to criminal and probate courts for all 83 counties, prosecutors, defense attorneys, and patient families; assist other governmental authorities as appropriate, such as probation officers, state and federal investigators, and the Immigration and Naturalization Service; provide services such as notarizing legal documents and patient tax items and assisting with voter registration and voting; maintain guardianship and conservator information; assist CFP clinical staff in filing new petitions for guardianships/conservatorships; and comply on behalf of the CFP in fulfilling victims rights notifications. 26. What are the minimum education and experience qualifications needed to perform the essential functions of this position. EDUCATION: Education typically acquired through completion of high school. EXPERIENCE: Departmental Supervisor 12 One year of experience equivalent to a Departmental Supervisor 11 or experienced-level professional; or two years equivalent to a Departmental Supervisor 10, Office Supervisor 11 and 12, Secretary Supervisor 11, experienced-level technician or paraprofessional; or three years equivalent to an Office Supervisor 10, Secretary Supervisor 10, Emergency Dispatch Supervisor 10, or Human Resources Customer Service Supervisor 10. KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of the operations of the Center for Forensic Psychiatry (CFP). Knowledge of the rules, regulations, policies, procedures, and terminology used in FS work. Knowledge of the techniques of using reference materials and organizing data for preparing and using reports. Knowledge of techniques used in interviewing and obtaining information. Knowledge of office supervision, including organization, work flow, forms, supplies, equipment, and procedures related to filing, recordkeeping, correspondence, mail, procurement, supply inventory, and duplicating. Knowledge of training and supervisory techniques. Knowledge of employee policies and procedures. Knowledge of equal employment opportunity policies and procedures. Knowledge of labor relations. Ability to interpret, explain and apply complex laws, rules and regulations relative to Forensic Services work. Ability to analyze and assess operations from the standpoint of management controls, systems, and procedures. Ability to conduct training and information sessions. Ability to maintain records, prepare reports, and compose correspondence related to the work. Ability to communicate and interact with others in a clear, respectful, considerate, professional and effective manner. Ability to effectively navigate/utilize an electronic health record system and other databases Ability to maintain favorable public relations. CERTIFICATES, LICENSES, REGISTRATIONS: None. NOTE: Civil Service approval does not constitute agreement with or acceptance of the desired qualifications of this position. I certify that the information presented in this position description provides a complete and accurate depiction of the duties and responsibilities assigned to this position. Supervisor Date TO BE FILLED OUT B APPOINTING AUTHORIT Indicate any exceptions or additions to the statements of employee or supervisors. None. I certify that the entries on these pages are accurate and complete. ROBBIN COOPER Appointing Authority 11/22/2017 Date I certify that the information presented in this position description provides a complete and accurate depiction of the duties and responsibilities assigned to this position. Employee Date