Billing & Admin Specialist, Behavioral Health Programs

Casa-De-Amparo; San Marcos (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

Casa de Amparo is seeking a detail-oriented administrative professional to support daily operations of the IOP/PHP program in San Marcos, CA. The role includes intake assistance, scheduling, eligibility verification, documentation tracking, and coordination with clinical and billing teams.

You will maintain EHR records, prepare logs and reports, and ensure HIPAA-compliant handling of sensitive information. Prior experience in medical administration and bilingual Spanish is preferred.

Qualifications

• High school diploma or equivalent required.
• Associate’s degree or coursework in business administration, health care administration, behavioral health, medical billing, or related field preferred.
• Minimum two years administrative, medical office, behavioral health billing, or related experience preferred.
• Experience with Medi-Cal, County behavioral health billing, electronic health records, claims support, authorization tracking, client records, and/or HIPAA-compliant documentation preferred.
• Must possess strong interpersonal, time-management, organizational, written/verbal communication skills, attention to detail, and intermediate computer literacy.
• English proficient/Bilingual Spanish preferred.

Responsibilities

• Support the Program Manager with daily administrative operations of the IOP/PHP Program.
• Assist with client intake, referral tracking, scheduling, file setup, demographic information, eligibility verification, and administrative follow up.
• Support authorization, utilization management, documentation tracking, billing readiness, and claims-related workflows in coordination with the Program Manager, Quality Assurance, and billing staff.
• Monitor documentation completion, missing items, signatures, due dates, treatment plan updates, discharge documentation, transition of care documentation, and other chart requirements as assigned.
• Enter, maintain, and update information in the electronic health record and other approved data systems accurately and timely.
• Prepare and maintain program logs, reports, rosters, schedules, meeting materials, training logs, and other administrative records as assigned.
• Assist with tracking psychiatrist contacts, clinician productivity, program attendance, service hours, treatment days, and other data needed for contract reporting and billing support.
• Support communication with clients, families/support systems, providers, County representatives, and community partners in a professional and confidential manner, as appropriate and authorized.
• Assist with preparation for chart audits, County reviews, accreditation activities, and internal quality assurance activities.
• Maintain organized program files and ensure information is handled in accordance with HIPAA, confidentiality, and agency requirements.
• Support administrative, documentation tracking, billing readiness, and quality assurance functions for other Casa de Amparo behavioral health programs as assigned, including new and developing programs.
• Assist with agency-wide behavioral health QA and compliance activities, including chart audit preparation, corrective action follow up, credentialing/re-credentialing support, provider enrollment tracking, training documentation, and maintenance of required logs and records.
• Coordinate with the IOP/PHP Program Manager, Quality Assurance, billing staff, Human Resources, and other program leadership to support consistent administrative workflows, documentation practices, billing processes, and program implementation needs across assigned behavioral health programs.
• Attend staff meetings and in-service trainings as required.
• Adhere to Casa de Amparo’s Code of Ethics, Policies & Procedures, and Employee Handbook.
• Perform other tasks as assigned.

Skills

Interpersonal skills

Time management

Organizational skills

Written/verbal communication

Attention to detail

Bilingual Spanish

Education

High school diploma or equivalent

Associate’s degree or coursework in business/healthcare administration preferred

Tools

Electronic Health Records (EHR)

Job description

Casa de Amparo is seeking a detail-oriented administrative professional to support daily operations of the IOP/PHP program in San Marcos, CA. The role includes intake assistance, scheduling, eligibility verification, documentation tracking, and coordination with clinical and billing teams.

You will maintain EHR records, prepare logs and reports, and ensure HIPAA-compliant handling of sensitive information. Prior experience in medical administration and bilingual Spanish is preferred.