HHC Administrative Assistant
About The Position
The Administrative Assistant (AA) supports the HHC commercial and managed care line of business, providing the Director, supervisor, providers, and support staff with administrative and clerical assistance. The AA’s work will consist of support, using a variety of project management, communication, and organizational skills. The AA will deal with correspondence; coordinate client scheduling, re-engagement outreach, and new client onboarding; and support health plan audits. The AA’s work will include information management, uploading documents into the Electronic Health Record, preparing reports and weekly provider snapshots for distribution, and other related tasks. AA must possess the ability to communicate effectively with health plan representatives, providers, clients, and members of management. The AA must handle all client records and protected health information with strict confidentiality in accordance with HIPAA. The AA must possess excellent communication and time management skills. Must have the ability to maintain proper boundaries and maintain positive relationships with strong or difficult personalities. The AA must be able to multi-task and simultaneously identify priorities. Must be able to self-motivate and work independently without daily supervision.
Requirements
- High School Diploma; vocational or college education preferred but not required.
- Valid CA driver’s license and proof of automobile insurance.
- Completion of CPR/First Aid/ProACT certification within the first thirty (30) days of employment.
- Ability to communicate effectively with health plan representatives, providers, clients, and members of management.
- Ability to handle all client records and protected health information with strict confidentiality in accordance with HIPAA.
- Excellent communication and time management skills.
- Ability to maintain proper boundaries and maintain positive relationships with strong or difficult personalities.
- Ability to multi-task and simultaneously identify priorities.
- Ability to self-motivate and work independently without daily supervision.
- Ability to drive a motor vehicle without restrictions, often in heavy traffic and frequently long distances (one hour or more).
- Senses of vision, hearing and smell sufficient to regularly operate a motor vehicle, to visualize threats in the environment and operate safely.
- Required to occasionally lift and carry 10-20 pounds.
- Regularly required to sit, stand, climb stairs (1 or more flights) and walk.
- Regularly required to sit and use computer in office settings.
Nice To Haves
- Vocational or college education preferred but not required.
Responsibilities
- Provide administrative and clerical assistance to Director, Supervisor, providers, and support staff.
- Process and track Release of Information (ROI) and Authorization for Medical Records (AMR) requests, including routing and follow-through to completion.
- Assist in maintaining the provider and client program roster and related Excel spreadsheets, ensuring information is accurate and current.
- Schedule and confirm client appointments in coordination with providers; track monthly no shows and cancellations of appointments.
- Conduct client re-engagement calls to reconnect clients with missed, pending, or lapsed appointments.
- Send outcome tools to clients on schedule, track completion, and upload completed tools into the Electronic Health Record.
- Upload forms and documents into the Electronic Health Record (MyEvolve) from Formstack, Adobe Sign, and Lucet, verifying accuracy and completeness.
- Prepare and send client invoices and support timely follow-up on outstanding balances in coordination with billing.
- Send New Client Welcome Emails, including the ROI and Notice to Consumer, and mail welcome packets to clients.
- Create a weekly snapshot for providers summarizing pending items, including outstanding documents, outcome tools, and scheduling needs.
- Assist with health plan record requests, audits, and site visit preparation.
- Order supplies for offices and coordinate with staff on supply needs, subject to Program Director approval; coordinate general office needs.
- Compare and update information on Excel spreadsheets.
- Performs other related duties as required and assigned.
Benefits
- Equal opportunity employer status
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
