HHC Administrative Assistant

Support the HHC commercial and managed-care line of business by providing administrative and clerical assistance to the Director, supervisor, providers, and support staff. Work involves project management, communication, and organizational tasks, including correspondence, client scheduling, re-engagement outreach, new-client onboarding, and health-plan audit support.

Responsibilities

• Provide administrative and clerical assistance to Director, Supervisor, providers, and support staff.
• Process and track Release of Information (ROI) and Authorization for Medical Records (AMR) requests, including routing and follow-through to completion.
• Assist in maintaining the provider and client program roster and related Excel spreadsheets, ensuring information is accurate and current.
• Schedule and confirm client appointments in coordination with providers; track monthly no-shows and cancellations.
• Conduct client re-engagement calls to reconnect clients with missed, pending, or lapsed appointments.
• Send outcome tools to clients on schedule, track completion, and upload completed tools into the Electronic Health Record.
• Upload forms and documents into the Electronic Health Record (MyEvolve) from Formstack, Adobe Sign, and Lucet, verifying accuracy and completeness.
• Prepare and send client invoices and support timely follow-up on outstanding balances in coordination with billing.
• Send New Client Welcome Emails, including the ROI and Notice to Consumer, and mail welcome packets to clients.
• Create a weekly snapshot for providers summarizing pending items, including outstanding documents, outcome tools, and scheduling needs.
• Assist with health-plan record requests, audits, and site-visit preparation.
• Visit HHC offices as needed (maximum once a week).
• Order supplies for offices and coordinate with staff on supply needs, subject to Program Director approval.
• Compare and update information on Excel spreadsheets.
• Perform other related duties as required and assigned.

Requirements

• High School Diploma; vocational or college education preferred but not required.
• Valid CA driver’s license and proof of automobile insurance.
• Completion of CPR/First Aid/ProACT certification within the first thirty (30) days of employment.
• Excellent communication and time-management skills.
• Ability to maintain proper boundaries and positive relationships with strong or difficult personalities.
• Ability to multi-task, identify priorities, and work independently without daily supervision.
• Strict adherence to HIPAA and confidentiality of client records and protected health information.

Physical Requirements

• Ability to drive a motor vehicle without restrictions, often in heavy traffic and for distances of one hour or more.
• Sufficient vision, hearing, and smell to safely operate a motor vehicle and assess environmental threats.
• Occasionally lift and carry 10–20 pounds.
• Regularly sit, stand, climb stairs (1 or more flights), and walk.
• Regularly sit and use a computer in office settings.

Pay

$24.00 - $26.00 per hour