BCW/C-1st Admin Assistant

JOB SUMMARY:

Under direct supervision of the Program Coordinator, performs a wide range of office administration duties as well as data entry. Will be the point of contact for both programs and lead the referral processes that have been put in place. Maintains confidentiality and compliance within HIPAA guidelines as well as state/federal guidelines when pertaining to client information. Assist with various reports specific to each program with guidance from the program coordinator.

PRIMARY DUTIES AND RESPONSIBILITIES:

· Answer calls received pertaining to each of the programs.

· Take and enter referrals into data systems the day they are received.

· Assign referrals to specific child health programs.

· Create and coordinate weekly referral meetings with other child health programs.

· Scan, fax, email any pertinent information to various entities which may include pediatrician offices, DFCS, daycares, etc.

· Gather client information to send to any organization that requests said information with proper consents and releases put in place.

· Submit monthly local school system report to school system.

· Run various reports that aid in keeping contracted providers up to date on any missing dates concerning their caseloads.

· Assist SC supervisor with assigning referrals.

· Procure requisitions in the event materials for the programs need to be ordered.

· Keep pertinent information in appropriate folders, files, etc.

· Detail and record all incoming information received in the event of random audits performed by the district and/or state.

· Assists program coordinator with quarterly reports from the data obtained.

· Keep a record of inventory in storage cage.

· Obtains documentation from data system pertaining to SSI requests and send them.

· Assists providers with any issues in BIBS pertaining to technical errors.

· Processes all transfers of clients to and from Clayton.

· Reviews IFSP paperwork (if needed)

· Creates spreadsheets pertaining to any pertinent data needed by the program coordinator or the program.

· Keeps record of team meeting agendas.

· Pays contracted providers for their attendance of team meetings in the BIBS data system.

· Enters pertinent information concerning patients into the SENDSS data system.

· Accesses GAMMIS Medicaid portal to obtain updated insurance information for eligible patients.

· Reminds providers of clients that are going to age out of the program.

· Assists program coordinator with the quarterly APR report.

· Has knowledge of how to search a financial claim in BIBS.

· Receive additional training as required to gain full proficiency and experience in all areas.

· Check weekly children in 45 day and exceeding 45 days.

· Weekly check of timely services in BIBS as well as meetings not finalized.

MINIMUM QUALIFICATIONS:

Associate’s degree from an accredited college or university OR Two Years of related experience.

PREFERRED QUALIFICATIONS:

Preference will be given to applicants who in addition to meeting the minimum qualifications also possess the following:

• Excellent customer service
• Two Years of general office/administrative experience
• Proficiency using Microsoft Office Suite, specifically Excel
• Bilingual Spanish/English Speaking Language

Job Type: Full-time

Pay: $42,425.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person

Salary : $42,425