HHC Administrative Assistant

South-Coast-Community-Services; Costa Mesa (CA); On-site; USD 36,000 - 54,000; Full time

Job summary

South-Coast-Community-Services is seeking an Administrative Assistant to support the HHC commercial and managed care line, assisting the Director, supervisor, providers, and staff with a range of clerical tasks.

The role emphasizes confidentiality under HIPAA, effective communication, time management, and the ability to multi-task while maintaining strong professional boundaries. Proficiency with EHRs and office software is required, with occasional site visits allowed.

Qualifications

• High School Diploma; vocational or college education preferred but not required.
• Experience with administrative/clerical tasks in a healthcare setting is a plus.
• Ability to handle confidential information per HIPAA guidelines.

Responsibilities

• Provide administrative and clerical support to Director, supervisor, providers, and staff.
• Process ROI and AMR requests and route to completion.
• Maintain provider and client rosters and Excel spreadsheets; keep data current.
• Schedule and confirm client appointments; track no-shows and cancellations.
• Upload forms to the EHR from Formstack, Adobe Sign, and Lucet.
• Prepare and send client invoices; follow up on balances with billing.
• Send New Client Welcome Emails and mail welcome packets.
• Create weekly provider snapshots summarizing pending items.

Skills

Effective communication

Time management

Confidentiality

Multi-tasking

Independent work

Education

High School Diploma

Tools

Excel

MyEvolve EHR

Formstack

Adobe Sign

Lucet

Job description

Description

SUMMARY:

The Administrative Assistant (AA) supports the HHC commercial and managed care line of business, providing the Director, supervisor, providers, and support staff with administrative and clerical assistance. The AA’s work will consist of support, using a variety of project management, communication, and organizational skills.

The AA will deal with correspondence; coordinate client scheduling, re-engagement outreach, and new client onboarding; and support health plan audits. The AA’s work will include information management, uploading documents into the Electronic Health Record, preparing reports and weekly provider snapshots for distribution, and other related tasks.

AA must possess the ability to communicate effectively with health plan representatives, providers, clients, and members of management. The AA must handle all client records and protected health information with strict confidentiality in accordance with HIPAA. The AA must possess excellent communication and time management skills. Must have the ability to maintain proper boundaries and maintain positive relationships with strong or difficult personalities. The AA must be able to multi-task and simultaneously identify priorities. Must be able to self-motivate and work independently without daily supervision.

GENERAL REQUIREMENTS:

Education/Experience

• High School Diploma; vocational or college education preferred but not required.

L icensure, Registration, Certification

• Valid CA driver’s license and proof of automobile insurance.
• Completion of CPR/First Aid/ProACT certification within the first thirty (30) days of employment.

Requirements

JOB DUTIES & RESPONSIBILITIES:

• Provide administrative and clerical assistance to Director, Supervisor, providers, and support staff.
• Process and track Release of Information (ROI) and Authorization for Medical Records (AMR) requests, including routing and follow-through to completion.
• Assist in maintaining the provider and client program roster and related Excel spreadsheets, ensuring information is accurate and current.
• Schedule and confirm client appointments in coordination with providers; track monthly no shows and cancellations of appointments.
• Conduct client re-engagement calls to reconnect clients with missed, pending, or lapsed appointments.
• Send outcome tools to clients on schedule, track completion, and upload completed tools into the Electronic Health Record.
• Upload forms and documents into the Electronic Health Record (MyEvolve) from Formstack, Adobe Sign, and Lucet, verifying accuracy and completeness.
• Prepare and send client invoices and support timely follow-up on outstanding balances in coordination with billing.
• Send New Client Welcome Emails, including the ROI and Notice to Consumer, and mail welcome packets to clients.
• Create a weekly snapshot for providers summarizing pending items, including outstanding documents, outcome tools, and scheduling needs.
• Assist with health plan record requests, audits, and site visit preparation.
• Ability to go into HHC offices as needed, i.e. maximum once a week.
• Order supplies for offices and coordinate with staff on supply needs, subject to Program Director approval; coordinate general office needs.
• Compare and update information on Excel spreadsheets.
• Performs other related duties as required and assigned.

JOB SPECIFIC COMPETENCIES

Job Knowledge and Skill Application

• Demonstrates a thorough understanding of knowledge specific to practices and concepts associated with job function. Seeks out and effectively utilizes available resources when completing work assignments. Works within available guidelines, approaches and policies but can adapt methods depending on the outcome desired.

PHYSICAL REQUIREMENTS:

• Ability to drive a motor vehicle without restrictions, often in heavy traffic and frequently long distances (one hour or more).
• Senses of vision, hearing and smell sufficient to regularly operate a motor vehicle, to visualize threats in the environment and operate safely.
• Required to occasionally lift and carry 10-20 pounds.
• Regularly required to sit, stand, climb stairs (1 or more flights) and walk.
• Regularly required to sit and use computer in office settings.

EOE, INCLUDING DISABILITY/VETS

We are an equal opportunity employer and consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, ancestry, age, disability, medical condition, genetic information, marital status, veteran status, or any other protected characteristic under California law.

We are an equal opportunity employer and consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, ancestry, age, disability, medical condition, genetic information, marital status, veteran status, or any other protected characteristic under California law.

Management reserves the right to add, change, delete or rescind duties or responsibilities of positions within the job classification at any time.