Intake and Assessment Administrative Assistant

Momentum for Health • San Jose, CA

6h • $32 - $35 • Onsite

About The Position

This position is responsible for managing all new client intake activities from receipt of beneficiary referral through enrollment in services. This includes direct beneficiary outreach and contact, assistance in scheduling, follow-up, data collection and entry. The role involves managing incoming referrals, tracking pre-enrollment activity, providing customer support, and interacting directly with beneficiaries seeking behavioral health services. Key duties include confirming beneficiary eligibility, facilitating communications, collecting and entering beneficiary information into Electronic Medical Records and other agency databases, maintaining databases and spreadsheets, preparing reports, and managing electronic and paper medical records and files. The position also involves tracking document completion stages and coordinating office supplies. Additionally, the role supports administrative and clinical staff, trains new hires, attends trainings and meetings, and runs errands including interdepartmental and off-site pickups and deliveries.

Requirements

• High School diploma GED, or equivalent education and a minimum of one year of responsible, full-time experience in a secretarial or clerical capacity.
• Experience in previous position requiring high level of customer service.
• Proven typing speed of 40 net wpm.
• Computer literacy; ability to use MS Office applications—Word; Excel; Outlook—and Windows-based databases at an intermediate level.
• Familiarity using and maintaining a variety of common office equipment, such as fax machines, computer printers, photocopiers, and multi-line phone systems.
• Effective oral and written communication skills, including appropriate English grammar, spelling and punctuation; legible handwriting or printing; proof and edit others’ and own work.
• Demonstrated task management and execution skills and the ability to: Coordinate more than one task simultaneously and be flexible; maintain timelines and deadlines.
• Adapt to changing systems, methods, and environments.
• Stay calm and reassuring in stressful situations and with agitated individuals in person and on the phone.
• Work with minimal supervision and demonstrate resourcefulness in completion of tasks.
• Recognize, investigate, troubleshoot, and resolve problems.
• Respect and maintain confidentiality.
• Work effectively with persons of different value systems, ethnicity, cultural backgrounds, language capabilities, and disabilities.
• Exhibit exemplary customer service, compassion, and care in the execution of all duties and interactions.
• Must be able to meet and receive a criminal records clearance, as required by Title XXII, other licensing regulations, and Momentum practices.
• A valid California Driver License, with access to a reliable vehicle/for driving a company vehicle, current proof of auto liability insurance, and a clean DMV record.
• Hearing and talking on telephone and in person; standing, walking, sitting, pinching and finger flexion are required constantly (over 2/3 of the workday).
• Lifting, carrying, pushing, pulling, bending, stooping, crouching, kneeling and twisting are required occasionally (under 1/3 of the workday).

Nice To Haves

• Two years of responsible, full-time experience in a secretarial or clerical capacity.
• Associate’s degree or graduation from a recognized Business School or a related field.
• 50 net wpm typing speed.
• Familiarity with Electronic Medical Records (EMR).

Responsibilities

• Manage all new client intake activities from receipt of beneficiary referral through enrollment in services, including direct beneficiary outreach/contact, assistance in scheduling, follow-up, data collection and entry.
• Manage incoming referrals from external funders. Follow pre-established tracking system to record all beneficiary pre-enrollment activity including phone calls, voice mails, attempted contacts, missed initial appointments, follow-up calls.
• Provide customer support to beneficiaries, funders, providers and agency staff.
• Interact directly with beneficiaries that have been referred to Momentum for behavioral health services.
• Confirm beneficiary eligibility for Medi-Cal and other insurance benefits.
• Facilitate and deliver communications through email, voice mail, inter-office and external mail and courier, phone call answering and appropriate routing, copying and faxing; maintain office machines.
• Collect and enter beneficiary information accurately into Electronic Medical Record and other agency databases.
• Maintain databases and spreadsheets by entering significant amounts of data in a timely manner; prepare and run internal and external reports.
• Create, update, and maintain electronic and paper medical records and files according to company protocols and in an orderly and timely manner; route when and where needed; other filing and record keeping systems, schedules, rosters, and databases.
• Track the stages of completion for submitted documents and charts, i.e., initial submittal, revisions, final, approved version, reviewing, comparing, and following up on documents.
• Maintain inventory and reorder office and related supplies as needed.
• Coordinate and support activities of other administrative and clinical staff in work unit, including volunteers; train newly hired staff in program systems.
• Attend community, agency, and team trainings, meetings, and events.
• Run errands and make interdepartmental and off-site pickups and deliveries using personal or agency vehicle.

Benefits

• Defined contribution amount of up to $15,433.08 per year to purchase benefits on a cafeteria plan basis.
• Retirement plan with a generous employer match starting at 4% after one year of employment.
• Vacation time accruing up to 25 days per year.
• 6 days of sick time per year.
• 12 paid holidays.
• Medical benefits – Kaiser (ranging from $0 Deductible Plan with $15 Copay to $3400 Deductible Plan with Health Savings Account).
• Sutter Health plans are also available (from $0 Deductible Plan to $2,500 Deductible Plan).
• Dental benefits – Guardian: 1 dental HMO and 2 PPOs.
• Vision benefits – 2 options from Guardian VSP: a standard vision plan and an enhanced vision plan.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED