Billing & Administrative Support (IOP-PHP)

Casa De Amparo; San Marcos (CA); On-site; USD 71,635,200 - 80,231,424; Full time

Job summary

Casa De Amparo in San Marcos, CA is seeking a full-time Administrative Support Specialist to provide billing, clerical, and documentation assistance for the IOP/PHP programs. You will help ensure billing readiness, maintain client records, and support QA and compliance in line with Medi-Cal and HIPAA requirements.

The role collaborates with program managers, billing staff, and county partners to maintain accurate data, coordinate scheduling, and prepare charts for audits.

Qualifications

• Must have associate degree coursework or better in business, healthcare administration, behavioral health, or related field.
• Experience with Medi-Cal, county behavioral health billing, electronic health records, and HIPAA-compliant documentation.
• Strong interpersonal, time-management, organizational, and communication skills; bilingual Spanish helpful.

Responsibilities

• Support Program Manager with daily administrative operations of the IOP/PHP Program.
• Assist with client intake, referral tracking, scheduling, file setup, demographics, eligibility, and follow-up.
• Support authorization, utilization management, documentation tracking, billing readiness, and claims workflows.
• Monitor documentation, missing items, due dates, treatment plan updates, and chart requirements.
• Enter and update information in the EHR and other approved data systems accurately and timely.
• Prepare program logs, reports, rosters, schedules, and meeting materials.
• Assist with tracking psychiatrist contacts, clinician productivity, attendance, and service hours for reports.
• Coordinate with clients, families, providers, county reps, and partners in a professional, confidential manner.

Skills

Billing

Administrative support

Clerical

Documentation

Credentialing

Quality assurance

HIPAA compliance

Communication skills

Bilingual Spanish

Education

High school diploma or equivalent

Associate’s degree or coursework in business admin / health care / behavioral health / medical billing

Tools

Electronic Health Records (EHR)

Medi-Cal / County billing systems

Billing software

Job description

Job Details

Job Location: MAIN OFFICE CKC ADMIN - San Marcos, CA 92069 Position Type: Full Time Salary Range: $25.00 - $28.00 Hourly Job Category: Admin - Clerical Provides billing, administrative, clerical, documentation, credentialing, and quality assurance support for Casa de Amparo's combined Intensive Outpatient Program (IOP) and Partial Hospitalization Program (PHP), as well as other assigned Casa de Amparo behavioral health programs. Supports the Program Manager and program staff with client records, authorizations, billing readiness, claim support, data tracking, scheduling, communication, credentialing support, QA tracking, audit preparation, and general program operations in accordance with Medi-Cal, County, HIPAA, contract, accreditation, and agency requirements.

MAJOR TASKS:

• 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.

Qualifications

• Must be able to be associated with Casa de Amparo through Community Care Licensing (CCL), if applicable to the program/site, which typically includes clearance by FBI, DOJ and CACI.
• 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.
• Ability to maintain confidential information, organize multiple priorities, meet deadlines, and communicate professionally with clients, staff, providers, and County representatives.
• Must have ambulatory, auditory, and visual skills to observe clients and staff.
• Must have the physical ability to participate in activities and perform related physical skills, including, but not limited to, crouching, lifting 50 pounds, crawling on hands and knees, and walking up and down stairs.
• Ability to comply with all employment requirements including, but not limited to CPR/First Aid, physical, TB and drug screen clearance, clear DMV record and approval from insurance carrier to drive agency vehicles. Must provide proof of immunization against influenza, pertussis, and measles.
• Must be at least 21 years of age.