Program Coordinator

Illumination Health + Home•Riverside, CA

13d•$27 - $29•Onsite

About The Position

Every person deserves compassion, dignity, and the safety of a place to call home. Homelessness is the largest social and public health crisis in California. Illumination Foundation (IF) is a growing non-profit organization dedicated towards disrupting the cycle of homelessness by providing targeted, interdisciplinary services in our recuperative care centers, emergency shelters, housing services and children's and family programs. IF currently has 13+ facilities with 22+ micro-communities scattered across Orange County, Los Angeles County and the Inland Empire. 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.

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). Additionally, develop monthly reports that summarize program inflows and outflows, as well as highlight key compliance issues.
Assessing if additional supporting documents are needed.
Calling referrer contact if issues are presented with referrals.
Inputting 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.
Point of Contact and Responding to Benefits Enrollment Specialist. Weekly emails regarding eligibility. Make sure there is a list of clients, pausing, resuming, and disenrolling clients based on eligibility status provided by BES. Ensuring these changes are reflected on PC spreadsheets, tracker, and EHR)
CSS email (1-2 assigned days a week, assisting with more difficult emails)
Point of Contact for Health Networks questions/concerns. (Responding 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.
Responsible for managing OC:[email protected], IE: [email protected], or LA:[email protected] email.
Performing 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. Auditing requires an examination of deficits in documentation. Deficits in this case are measured against internal and external (contracted) demands, standards, and benchmarks.
Maintaining accuracy of various spreadsheets (Making sure formulas are working correctly, periodically checking that client caseloads match KIPU and tracker)
Completing Billing Reports
Opening Services and completing disenrollment process, furniture ordering, security deposits, and updating Auth Book, etc.
Quality control by ensuring authorization is being requested in a timely manner to avoid lapses in payments, making sure all steps are being followed.
Updating capacity on spreadsheet weekly
Troubleshooting issues arise (with spreadsheets, authorizations, referrals, portals, etc.)
Assisting management and lead entities in gauging productivity and performance
Communicating with managerial and lead staff regarding audit / performance results. This is extremely important to parallel the act of auditing insofar as the manager / lead is incumbent to enforce and address any items uncovered in the audit procedure.
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.
Statistics and Data Report: Monitoring program trends and deriving actionable insights for the enhancement of processes.
Providing clarification regarding the expectations for communication with management and housing.
Policy and Procedures Development.
Recuperative care Program and Workflow Development.
Special Projects as requested.
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.