Program Assistant - CalAIM ECM & ILOS-Communi

Program Assistant

CalAIM ECM & ILOS-Community Supports

REPORTS TO: Director of Central California Programs

HOURS: 8am-4:30pm

CLASSIFICATION: Hourly

SUMMARY: The Program Assistant plays an important role in supporting both office and program administrative functions of the location assigned. The PA is a member of the Central California ILOS-CS and ECM Teams which include outreach and engagement, housing supports and medical services/care coordination. The Program Assistant will be responsible for organizing, coordinating and monitoring all non-clinical operations under the direction of the Director. Services are provided for staff, membersand families, as appropriate. The Program Assistant will support Cal Aim Programming in Monterey County.

DUTIES: The following reflects essential functions for this job but does not restrict other tasks, which may be assigned:

Leadership, Administration, Oversight

•    Coordinate and/or provide receptionist services, triage calls welcome clients and visitors.

•    Prepare letters, memos, reports, etc. as requested.

•    Participate in team meetings as needed.

•    Act as the program’s point of contact with the landlords for deposits/promise to pays.

•    Completes all check request for member’s approved deposit assistance from the assigned healthcare plans.

•    Maintain office equipment, Keys and logs for program assigned company vehicles, etc.

•    Order all program/office supplies.

Direct Service and Support

•    Coordinate timely and accurate submission of staff time sheets, mileage, expense reimbursements and other administrative paperwork. Submit to Director for approval and then Accounting and Support at specified intervals.

•    Complete and Fax Program support documents as required or requested by Healthcare Plan as needed.

•    Maintain condition of Physical Charts, filing documents as needed.

•    Work with biller as needed to review claims and capitation lists for ECM and CS programs. 

•    Receive Authorizations, upload to EHR and work with Program Manager and Director on assigning clients to caseloads

•    Attend and participate in supervision group and educational trainings for staff development as appropriate.

•    Provide any additional support to the ILOS-CS and ECM teams as needed to ensure successful daily operation.

Documentation and Data Collection

•    Monitor all ECM Clinical Measures and PIR reports, and report back to PM and

•    Director on a weekly basis.

•    Monitor all ILOS-CS monthly, quarterly, and annual reports to ensure they are submitted in a timely manner.

•    Act as point person for EHR Welligent: prepare and complete new client record, opening administrative paperwork including member intakes, ID and insurance cards, etc.

•    Maintain demographic and client data changes and updates in coordination with agency data requirements.

•    Prepare Welligent reports for chart administration for internal and external audits as needed.

•    Manage and ensure completion of program specific Outcome Data such as Step Up’s internal program data reporting requirements, and data reporting for Central California Alliance for Health (CCAH).

•    Submit Housing Deposit Reimbursement documentation to CCAH, including inventory checklist, receipts, service plans and leases.

•    Facilitate timely and accurate disbursements by processing disbursements following accounting department procedures monthly.

•    Review all invoices/Promise to Pay for appropriate documentation and gain approval signatures prior to payment.

•    Process check requests for initial move-in costs/deposits per the healthcare plan’s

requirements.

•    Process paperwork in a timely and accurate manner.

SKILLS: Strong bookkeeping skills are needed. Ability to work collaboratively with others and on a team. Initiative and solution focused practice. Uses good time management skills and resources to balance case load direct service and paperwork. Understands and promotes safety first to self and team members.

QUALIFICATIONS: Bachelor's degree preferred. Knowledge of medical billing/claims/encounters preferred. Experience working in public housing or other property management setting with public funding source is also preferred. Strong computer skills with knowledge of Microsoft Office and intermediate MS Excel skills are required. Must own a vehicle, have a clean driving record and current California’s driver’s license and insurance. Agency will reimburse for mileage. Pre- Hire Live Scan and driving background check required. 

SUPPLEMENTAL INFORMATION: Work with people experiencing homelessness whether on the streets, in shelters or other places of habitation or services, may present inherent challenges and difficulties such as: exposure to bed bugs or other infestations, unpleasant smells or odors, individuals who may have poor hygiene or unclean homes due to homelessness, mental health symptoms, or poverty. Additionally, in working with our members, employees may encounter instances of profanity, sexually explicit or derogatory language, or verbal or physical expressions of anger and trauma. Very rarely do these situations ever escalate to physical contact, and negative or derogatory communication patterns can often be negotiated successfully. All direct care staff are provided adequate training to develop skills to deescalate crisis situations that may arise and Step Up has established procedural safeguards for all employees to mitigate (but not eliminate) these inherent risks of employment.

PHYSICAL REQUIREMENTS: While performing the duties of this job, the employee is regularly required to sit; use hands and fingers; handle or feel; reach with hands and arms; talk; and hear. The employee is frequently required to walk, balance, stoop, kneel, and/or crouch. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. Keyboard data entry required.

Step Up utilizes the principles of trauma-informed care and mental health recovery. These principles inform our Core Values of Hope, Wellness, Voice and Choice, Respect, and Collaborative Relationships. As representatives of Step Up, employees agree to adhere to these values in their interactions with members, colleagues, supervisors, and associated community members.

STEP UP CORE VALUES

HOPE – We believe all people have the capacity for positive growth and change. We use hope to inspire and motivate ourselves, our members, our colleagues, and our community.

WELLNESS – We believe in promoting a culture that supports healthy and fulfilling lives. We use a supportive environment to foster well-being for ourselves, our members, our colleagues, and our community.

VOICE AND CHOICE – We believe in the right to choose and be heard. We use voice and choice to create meaningful outcomes and empowerment for ourselves, our members, our colleagues, and our community.

RESPECT – We believe in promoting interactions that are non-judgmental, transparent. We use respect to guide all of our words and actions with ourselves, our members, our colleagues, and our community.

COLLABORATIVE RELATIONSHIPS – We believe in forming partnerships to share resources, knowledge, and experiences. We use collaborative relationships to strengthen accomplishments for ourselves, our members, our colleagues, and our community. 

Step Up is committed to providing quality services that adhere to the highest ethical standards and principles. All Step Up employees agree to adhere to the ethical policies and codes of conduct, as outlined in the Employee Handbook and those specified for this grant.

Step Up provides equal employment opportunities without regard to age, ancestry, color, creed, mental or physical disability, marital status, medical condition, national origin, race, religion, sex, sexual orientation, veteran status, or any other consideration made unlawful by federal, state, or local laws.

STEP UP IS AN EQUAL OPPORTUNITY EMPLOYER