Administrative Assistant, SUTS at Caminar, Inc. in San Jose, CA

Summary: Caminar, Inc. is a leading behavioral health organization that supports thousands of youths and adults across multiple counties in Northern California. The Administrative Assistant is responsible for performing administrative data entry, providing customer service, and supporting clerical tasks within the organization. Responsibilities: - Timely and accurate data entry of 42CFR & HIPAA protected client documentation into multiple electronic health record databases - Assists in client intakes and registration for open access - Triage client calls and forward to appropriate staff - Maintains service-provided records and accounts for insurance and other billable entities - Identifies and communicates effectively and immediately the errors found in billing and reports them to the Admin Supervisor - Provides routine customer service and reception as part of client support - Call Center – recording, managing calls and scheduling appointments - Answer a multi-line phone system and properly route incoming calls in a professional, courteous and helpful manner - Greet, welcome and announce visitors to staff - Notify when appointments have arrived - Monitor waiting room area and client traffic and ensure clients and visitors are accompanied by staff when entering the office areas - Works collaboratively with admin team, supporting the efforts and needs of other departments, providing assistance in a team-oriented approach - Maintain master calendar of client appointments for medical staff - Performs clerical tasks such as filing, copying, ordering supplies, faxing, and word processing - Receive, respond and initiate emails - Participate in department and agency trainings as assigned - Other support as needed - Actively nurture and advance the cooperative, harmonious and teamwork oriented environment Caminar strives to promote within the workplace; Through daily efforts and presentation promote an atmosphere of dignity and respect in line with the organization’s mission, philosophy, policies and procedures - Perform other related duties, responsibilities and special projects as assigned Required Qualifications: - Customer Service—manages difficult customer situations, responds promptly to customer needs and solicits customer feedback to improve service - Ability to maintain a high level of confidentiality, a professional demeanor and to represent the organization in a positive manner at all times - Must demonstrate acceptable level of maturity, good judgment, and emotional stability - Oral and written communication—speaks clearly and persuasively in positive or negative situations; Completes formal written communications skillfully and professionally - Must be passionate about Caminar's mission - High School Diploma or GED is required - Bachelor's degree strongly preferred - Absent a BA, must have prior office or reception experience or possess an AA - 1-3 years of related work experience or equivalent combination of education and experience - Excellent understanding of insurance billing and payments processing: EOBs, ICD-9/ICD10 and CPT coding - Strong understanding and working knowledge of the appeals and denials processes for Medicare, Medi-Cal and other health insurances - Knowledge of EHR preferred - Excellent computer skills in a Microsoft Windows environment including email and Internet navigation required - Experience with EHR strongly preferred - Experience with web based time and attendance and staff training and development system is strongly preferred - Problem solving—identifies and resolves problems in a timely manner and gathers and analyzes information skillfully - Quality management—looks for ways to improve and promote quality and demonstrates accuracy and thoroughness - Planning/organizing—prioritizes and plans work activities, uses time efficiently and develops realistic action plans - Adaptability—adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events - Ability to act quickly and appropriately in emergency situations - Dependability—is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance - Consistently engages forward thinking by completing tasks before asked - Safety and security—actively promotes and personally observes safety and security procedures, and uses equipment and materials properly - Must be a dynamic self-starter with demonstrated ability to work independently at the front desk - Physical: Occasionally required to push/pull objects up to 50 lbs., and to lift/carry objects up to 25 lbs - Frequently required to perform moderately difficult manipulative tasks such as typing, writing, etc - Must be able to walk, stand, and sit for extended periods - Sensory: Frequently required to read documents, written reports, and plans - Must be able to distinguish normal sounds with some background noise, as in answering the phone, interacting with residents and staff, etc - Must be able to speak clearly and understand/be understood using the English language - Cognitive: Frequently required to concentrate on moderate detail with constant interruption - Must be able to attend a task/function for 20-45 minutes at a time - Frequently required to understand and relate to specific ideas, several at a time - Must be able to remember multiple tasks/assignments given to self and others over a period of several days - Environmental Conditions: Frequent exposure to varied office and mixed (residential/office) environments - Occasional exposure to toxins and poisonous substances, dust, and loud noises - Equipment: Frequently required to use a computer, phone, and fax machine - Essential Requirements: Must be able to meet and receive a criminal records clearance, as required by Title XXII, other licensing regulations, and Caminar practices - This position may require limited, occasional, or frequent driving - If required, a valid California driver license, a reliable personal vehicle, and current personal auto insurance is required by law - In addition, an MVR sufficient to obtain and maintain insurability under agency auto liability policies are all essential job requirements - Must be able to pass post offer, pre-employment medical and drug tests as required under State Community Care Licensing regulations and/or agency policies - If applicable, a personal cell phone with reliable service and a data plan to use for business purposes - May be required to obtain and maintain First Aid and CPR certification Preferred Qualifications: - Knowledge of EHR preferred - Spanish bilingual preferred, but not required - Experience with EHR strongly preferred - Experience with web based time and attendance and staff training and development system is strongly preferred Required Skills: Insurance billing knowledge, EHR experience, Data entry skills Important Skills: Customer service, Oral Nice-to-Have Skills: Microsoft Windows, Dependability, Spanish bilingual Benefits: Medical, Dental, and Vision, Flexible Spending Account, Employee Wellness Program, Life, Long-term Disability,and AD&D Insurance, Paid Time Off, 401(K) Retirement Savings Plan, Commuter Benefits, Employee Assistance Program