Administrative Assistant - NCSH Residential

HealthRIGHT 360•Escondido, CA

4d•Onsite

About The Position

HealthRIGHT 360, a nonprofit organization, is dedicated to providing accessible healthcare to vulnerable populations, aiming to overcome systemic barriers and promote health equity. The North County Serenity House (NCSH), a residential program of HealthRIGHT 360, offers substance use disorder services in a gender-responsive and trauma-informed environment, utilizing evidence-based practices. NCSH serves up to 120 women and their children, providing integrated care for co-occurring mental health and substance use disorders. The Administrative Assistant is crucial for providing administrative support within the NCSH program. This role involves managing phone lines, scheduling client appointments, performing data entry, and generating reports. Key duties include maintaining accurate client records, managing office supplies, ensuring the cleanliness of shared spaces, handling mail, upholding client privacy rights, and supporting billing processes. The position requires collaboration with staff and external agencies to ensure operational efficiency and compliance with policies.

Requirements

High school diploma or equivalent required.
Experience working with Microsoft Office applications, specifically with Excel.
Valid First Aid and CPR certification or ability to obtain within 30 days of hire.
Experience with electronic health record systems.

Nice To Haves

Higher education preferred.
Five years of administrative experience with at least two years in a medical or community behavioral health setting preferred.

Responsibilities

Answer phones, transfer calls, and take messages.
Coordinate intake appointments and schedule client appointments.
Meet and greet clients and visitors, check clients in, and update client logs.
Verify passes for clients going off-site and coordinate off-site passes.
Assist with maintaining room calendars and scheduling.
Receive, distribute documents, and manage outgoing mail.
Provide clerical support to clinical staff and management, including filing, faxing, and photocopying.
Assist in preparing source documents and resolving discrepancies.
Provide coverage for Client Data Specialist and medical room when needed.
Assist with audits and program reviews.
Assist with fiscal tracking and ensuring accurate billing practices.
Check clients in and verify their belongings.
Check Medi-Cal eligibility for new and existing clients.
Maintain inventory of office supplies and purchase office materials as needed.
Monitor and maintain cleanliness in office and shared spaces.
Compile, sort, and verify accuracy of data for entry.
Create and provide client data reports to supervisors, agencies, or the county.
Generate monthly, quarterly, annual, and ad hoc reports as requested.
Enter billing into county systems and track county submissions.
Review and ensure accurate pay sources in systems.
Monitor claim statuses, follow-up, and correct denied claims.
Reconcile monthly billing records.
Maintain confidentiality of all client data and ensure records meet internal and external evaluation requirements.
Adhere to HIPAA, privacy rights, subpoenas, and client information release policies.
Ensure client data accuracy and address discrepancies.
Maintain procedures for client privacy and information security.
Secure program areas at the end of the workday.
Ensure that all spaces are maintained according to program standards.
Comply with policies and procedures related to fiscal risk management.
Ensure the highest quality of care by adhering to operational standards.
Work collaboratively with internal and external staff across programs.
Assist in managing staff schedules as needed.
Support the medical team and clinical staff.
Participate in weekly supervision and assigned training.
Complete all assigned training in a timely manner.
Perform assigned duties and projects within deadlines.
Arrange work schedule based on agency needs, including weekends and holidays.
Perform other duties as assigned.