Program Coordinator

Responsibilities

• Referral/Authorization Processing: Ensure that 95% of referrals are processed within two business days (48hrs).
• Develop monthly reports summarizing program inflows and outflows, and highlighting key compliance issues.
• Assess if additional supporting documents are needed.
• Call referrer contacts if issues are presented with referrals.
• Input Client Personal Health Information (PHI) into various Health Network Portals and Electric Health Records (EHR) systems.
• Note all questions that may need to be answered by referral contacts to ensure the client referred meets admission criteria.
• Point of Contact and Responding to Benefits Enrollment Specialists (BES): Weekly emails regarding eligibility, manage lists of clients, pause, resume, and disenroll clients based on eligibility status provided by BES, and ensure these changes are reflected on PC spreadsheets, tracker, and EHR.
• Respond to CSS emails (1-2 assigned days a week, assisting with more difficult emails).
• 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 email accounts (OC:Occss@ifhomeless.org, IE:Iecss@ifhomeless.org, LA:Lacss@ifhomeless.org).
• Quality Assurance/Compliance: 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 requires an examination of deficits in documentation. Deficits are 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, complete disenrollment process, furniture ordering, security deposits, and update 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, and updating capacity on spreadsheet weekly.
• Troubleshoot issues arising (with spreadsheets, authorizations, referrals, portals, etc.).
• 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.
• Develop policy and procedures for the Recuperative care Program and Workflow.
• Conduct / be involved in special projects as requested.
• Other duties as assigned by the Manager or as needed by the company.

Qualifications

• 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.

Benefits

• Medical Insurance funded up to 91% by Illumination Foundation
• Dental and Vision Insurance
• Life, AD&D and LTD Insurance funded 100% by Illumination Foundation
• Employee Assistance Program
• Tuition Reimbursement
• 401K with Company Matching
• 10 days vacation PTO/year
• 6 days sick PTO/year
• 10 days holiday PTO/year