Billing & Administrative Support (IOP/PHP Program)

CASA DE AMPARO•San Marcos, CA

8d•$25 - $28•Onsite

About The Position

Provides billing, administrative, clerical, documentation, credentialing, and quality assurance support for Casa de Amparo’s combined Intensive Outpatient Program (IOP) and Partial Hospitalization Program (PHP), as well as other assigned behavioral health programs. Supports the Program Manager and program staff with client records, authorizations, billing readiness, claims support, data tracking, scheduling, communications, credentialing support, QA tracking, audit preparation, and general program operations in accordance with Medi-Cal, County, HIPAA, contract, accreditation, and agency requirements. The role assists with the program’s daily administrative operations, client intake and referral tracking, scheduling, file setup, eligibility verification, documentation monitoring, electronic record maintenance, reporting, and audit preparation. It also supports behavioral health quality assurance and compliance activities across assigned programs, coordinating with the Program Manager, Quality Assurance, billing staff, Human Resources, and other program leadership. The position attends required staff meetings and trainings, follows agency policies and confidentiality requirements, and performs other tasks as assigned.

Requirements

High school diploma or equivalent required.
Must be at least 21 years of age.
Must be able to be associated with Casa de Amparo through Community Care Licensing (CCL), if applicable to the program or site; this typically includes FBI, DOJ, and CACI clearance.
Must possess strong interpersonal, time-management, organizational, written and verbal communication skills, attention to detail, and intermediate computer literacy.
Ability to maintain confidential information, organize multiple priorities, meet deadlines, and communicate professionally with clients, staff, providers, and County representatives.
Must have ambulatory, auditory, and visual skills to observe clients and staff.
Must have the physical ability to participate in activities and perform related physical skills, including crouching, lifting 50 pounds, crawling on hands and knees, and walking up and down stairs.
Ability to comply with employment requirements, including CPR/First Aid, physical, TB and drug screen clearance, a clear DMV record, and approval from the insurance carrier to drive agency vehicles.
Must provide proof of immunization against influenza, pertussis, and measles.

Nice To Haves

Associate’s degree or coursework in business administration, health care administration, behavioral health, medical billing, or a related field.
Minimum two years of administrative, medical office, behavioral health billing, or related experience.
Experience with Medi-Cal, County behavioral health billing, electronic health records, claims support, authorization tracking, client records, and/or HIPAA-compliant documentation.
English proficiency and bilingual Spanish.

Responsibilities

Support the Program Manager with daily administrative operations of the IOP/PHP Program.
Assist with client intake, referral tracking, scheduling, file setup, demographic information, eligibility verification, and administrative follow-up.
Support authorization, utilization management, documentation tracking, billing readiness, and claims-related workflows in coordination with the Program Manager, Quality Assurance, and billing staff.
Monitor documentation completion, missing items, signatures, due dates, treatment plan updates, discharge documentation, transition of care documentation, and other chart requirements as assigned.
Enter, maintain, and update information accurately and promptly in the electronic health record and other approved data systems.
Prepare and maintain program logs, reports, rosters, schedules, meeting materials, training logs, and other administrative records as assigned.
Assist with tracking psychiatrist contacts, clinician productivity, program attendance, service hours, treatment days, and other data needed for contract reporting and billing support.
Support professional and confidential communication with clients, families or support systems, providers, County representatives, and community partners, as appropriate and authorized.
Assist with preparation for chart audits, County reviews, accreditation activities, and internal quality assurance activities.
Maintain organized program files and handle information in accordance with HIPAA, confidentiality, and agency requirements.
Support administrative, documentation tracking, billing readiness, and quality assurance functions for other assigned Casa de Amparo behavioral health programs, including new and developing programs.
Assist with agency-wide behavioral health QA and compliance activities, including chart audit preparation, corrective action follow-up, credentialing and re-credentialing support, provider enrollment tracking, training documentation, and maintenance of required logs and records.
Coordinate with the IOP/PHP Program Manager, Quality Assurance, billing staff, Human Resources, and other program leadership to support consistent administrative workflows, documentation practices, billing processes, and program implementation needs.
Attend staff meetings and in-service trainings as required.
Adhere to Casa de Amparo’s Code of Ethics, Policies & Procedures, and Employee Handbook.
Perform other tasks as assigned.