Program Coordinator

Illumination Health + Home•Santa Ana, CA

3d•$26 - $28•Onsite

About The Position

The Program Coordinator is an administrative position focused on the maintenance, management, and oversight of both front-end and back-end program processes. This role encompasses quality assurance measures, ensuring compliance with the California Department of Health Care Services (DHCS) regulations, tracking compliance, onboarding, and monitoring the inflow and outflow of program volume. The Program Coordinator operates in a dynamic environment that requires the ability to handle multiple tasks. This position demands strong organizational, technological, and communication skills. Additionally, this individual will play a key role in relaying information to management and leading housing entities, providing valuable insights into program activities.

Requirements

High School Diploma or equivalent.
2 years relevant experience.
Proficient computer skills, including the ability to send and receive emails and summarize data in spreadsheets.
Valid CA Driver’s License and eligibility for company vehicle insurance.
Proficiency in Microsoft (Teams, SharePoint, Calendar, etc.).
Strong self-management skills.
Proficient in computer applications, with the capability to prepare correspondence and reports using Microsoft Word, and to analyze and present data using Excel spreadsheets.
Prioritize individual and client health and safety.
Be able to meet targets and work under pressure.
Communicate with tact and professionalism.
Possess a full understanding of the needs of the low-income/homeless population.
Passion and commitment to serving those experiencing homelessness.
Demonstrated managerial and leadership skills.
Effective communication and negotiating skills; ability to build and maintain strong relationships.
A sense of urgency, comfort with ambiguity, drive results and ability to remain true to the company’s brand and image.
Effectively using interpersonal and communications skills including tact and diplomacy.
Effectively using organizational and planning skills with attention to detail and follow through.
Excellent judgment and effective interaction in challenging situations.
Working effectively with a diverse and multicultural client body and staff.
Demonstrates the ability to maintain a prominent level of confidentiality of client information, maintaining confidentiality of work-related information and materials.

Nice To Haves

Bilingual in English and Spanish
Customer and client management.

Responsibilities

Ensure that 95% of referrals are processed within two business days (48hrs).
Develop monthly reports that summarize program inflows and outflows, as well as highlight key compliance issues.
Assess if additional supporting documents are needed.
Call referrer contact if issues are presented with referrals.
Input Client Personal Health Information (PHI) into various Health Network Portals and Electric Health Records (EHR) systems.
Upon referral review, note all questions that may need to be answered by referral contact to ensure the client referred meets admission criteria.
Serve as the Point of Contact and respond to Benefits Enrollment Specialist.
Send weekly emails regarding eligibility.
Maintain a list of clients, pausing, resuming, and disenrolling clients based on eligibility status provided by BES.
Ensure these changes are reflected on PC spreadsheets, tracker, and EHR.
Assist with CSS emails (1-2 assigned days a week), helping with more difficult emails.
Serve as the Point of Contact for Health Networks questions/concerns.
Respond to emails regarding referrals/clients.
Utilize Microsoft Excel to create necessary data tracking information.
Collaborate with lead housing case managers and relevant entities to enhance referral processes and improve operational efficiency.
Manage OC:[email protected], IE: [email protected], or LA:[email protected] email.
Perform audits of client files to verify compliance with admission criteria such as auditing charts belonging to housing navigators; this entails charts in IF’s EHR, and any other relevant external portals harboring these charts.
Audit charts to examine deficits in documentation, measured against internal and external (contracted) demands, standards, and benchmarks.
Maintain accuracy of various spreadsheets (Making sure formulas are working correctly, periodically checking that client caseloads match KIPU and tracker).
Complete Billing Reports.
Open Services and complete disenrollment process, furniture ordering, security deposits, and updating Auth Book, etc.
Ensure authorization is being requested in a timely manner to avoid lapses in payments, making sure all steps are being followed.
Update capacity on spreadsheet weekly.
Troubleshoot issues that arise (with spreadsheets, authorizations, referrals, portals, etc.).
Assist management and lead entities in gauging productivity and performance.
Communicate with managerial and lead staff regarding audit / performance results.
Attend weekly program meetings with management, emphasizing key metrics and addressing any issues that require resolution.
Tally and collect all data and statistics on CS referrals, CS program, program utilization, and operation analytics.
Provide reports as requested.
Monitor program trends and derive actionable insights for the enhancement of processes.
Provide clarification regarding the expectations for communication with management and housing.
Assist in Policy and Procedures Development.
Assist in Recuperative care Program and Workflow Development.
Perform Special Projects as requested.
Perform other duties as assigned by the Manager or as needed by the company.
Demonstrate commitment to Illumination Health + Home mission and care values while fostering respect and harmony among all employees and management.
Implement programs and policies to maximize program efficiency and ensure all client needs are met.
Maintain a full understanding of all program dimensions, operations, and requirements.
Motivate staff, grasp new skills and procedures, and foster a positive attitude toward change.
Be an asset to the organization and a positive influence on co-workers, while showing respect toward clients and others in the workplace.
Act ethically, reflecting core values of integrity, transparency, accountability, respect, and responsibility.
Model openness, honesty, and accountability to colleagues, volunteers, donors, and all others involved with Illumination Health + Home.
Maintain confidentiality of work-related information and materials.
Accept personal responsibility and accountability for the performance of duties.