Quality Assurance Specialist / Program Assistant

Seneca Family of Agencies; Salinas (CA); Hybrid; USD 38,000 - 41,000; Full time

Benefits offered by this job

PTO & Holidays

Medical/Dental/Vision

403b Retirement Plan

Employer-sponsored EAP

Language proficiency bonus

Job summary

Seneca Family of Agencies seeks a Quality Assurance Specialist/Program Assistant for the Monterey Compass program in California. You will ensure regulatory and accreditation compliance, compile program documentation, and support program staff and administrative teams to maintain high standards of care.

The role involves maintaining client records, handling billing/invoices via EHR systems, and preparing documentation for audits and surveys.

Qualifications

• Bachelor’s degree or equivalent required.
• 1 year of applicable work experience with an Associate degree.
• 2 years of applicable work experience with a high school diploma.
• At least 21 years of age.
• TB test and fingerprint clearance and any state/federal licensing requirements.

Responsibilities

• Create and maintain client records in HIPAA/CCL-compliant manner.
• Monitor and track required county health plan documentation per guidelines.
• Coordinate with treatment teams to address documentation corrections.
• Process invoices using EHR systems and submit to Accounting timely.
• Distribute Incident Reports promptly.
• Investigate billing inaccuracies and ensure timely invoice submission.
• Process Record Requests per HIPAA and Seneca policies.
• Prepare charts for audits and accreditation surveys.
• Answer phones, maintain PO's, and handle program mail.

Skills

Microsoft Office

Time management

Organizational skills

Rapport with youth and families

Education

Bachelor’s degree

Associate degree +1 year

High school diploma +2 years

Tools

EHR systems

Billing software

Job description

The Quality Assurance Specialist/Program Assistant (QASPA) is responsible for ensuring compliance with regulatory standards, accreditation requirements, and organizational policies for assigned programs. The QASPA compiles, updates, and organizes all documentation for the clients within their program in collaboration with program staff, program leaders, and centralized administrative teams to ensure program compliance and maintain high standards of care and operational integrity. The QASPA also maintains general operation of the program administrative office.

About Monterey Compass

Seneca's Monterey County's COMPASS Program provides short-term residential treatment for children and youth (ages 12-17) experiencing crises, ensuring timely support when it's most needed. Upon enrollment in the program, the Seneca teams work with the youth and support networks to assess the needs and strengths of the youth in order to develop the foundation goals that will drive treatment. Comprehensive services include timely mental health assessment, crisis counseling, and linkage to long-term, sustainable support based on each client's unique strengths and needs. The ultimate goal is to provide mental health / crisis services, suicide prevention, decrease in placement changes and reduction of unnecessary psychiatric hospitalization.

About Seneca

Seneca Family of Agencies is committed to providing traditionally marginalized communities a network of outstanding mental health, community based, and educational services. We are committed to building a diverse staff. Our programs are deeply engaged in conversations and trainings on Diversity, Equity, and Inclusion in order to bring equity and justice to the youth and families we serve.

Responsibilities

• Create and maintain client records for assigned program according to the Health Insurance Portability and Accountability Act (HIPAA), Community Care Licensing (CCL), requirements, and Seneca regulations.
• Monitor and track required county health plan documentation, ensuring accurate completion according to established programmatic, county, and state guidelines.
• Communicate with treatment teams regarding corrections or necessary changes on documentation.
• Input, complete, and review billing and payment invoices using internal and external Electronic Health Record (EHR) systems for assigned program(s) and submitting reports to the Accounting Department in a timely manner.
• Ensure appropriate and timely distribution of Incident Reports.
• Investigate and resolve billing inaccuracies and billing related issues. Ensure timely submission of invoices to appropriate department(s).
• Process Record Requests in compliance with HIPAA rules and Seneca policies and procedures.
• Prepare charts for audits and accreditation surveys.
• Answer department phones, maintain purchase orders, and process mail for the program.

Qualifications

• Education/experience requirements:
  • Bachelor’s degree OR
  • Associate degree and 1 year of applicable work experience OR
  • High school diploma and 2 years of applicable work experience.
• Applicable work experience includes any administrative position (paid or unpaid) requiring frequent data entry, ability to prioritize multiple projects within strict deadlines, and coordination with multiple departments.
• At least 21 years of age.
• TB test clearance, fingerprinting clearance, and any other state/federal licensing or certification requirements.

Skills Of An Ideal Candidate

• Previous experience in comparable position is preferred.
• Demonstrated proficiency with Microsoft Office suite, Zoom, and a variety of technology platforms.
• Ability to compile and track documents according to strict guidelines and regulations.
• Excellent organizational, problem solving, and time management skills.
• Capacity to engage and develop rapport with youth, families, and community partners from a wide variety of racial, ethnic, and socioeconomic backgrounds.

Schedule

• Full time - Hybrid 3 days onsite and 2 days remote
• Schedule:
  • Monday to Friday: 9:00 AM - 5:30 PM
  • Hybrid position requiring 3 days onsite and 2 days remote; new hires start with full onsite training and gradually transition to remote work as they gain confidence in the role.
• 5 weeks of paid time off, 11 paid holidays

Benefits

• Starting at $27.32 - $29.82 per hour
  • Actual salary is dependent on creditable experience above the minimum qualifications for the role
  • Additional compensation provided upon passing a language proficiency exam
  • Salary increases each year
• 5 weeks of Paid Time off and 11 Paid Holidays
• Comprehensive benefits package:
  • Medical, dental, vision, chiropractic, acupuncture, and fertility coverage
  • 50% paid premiums for dependents
  • Long-term disability, family leave, and life insurance
  • 403b Retirement Plan
  • Employer-paid Employee Assistance Plan
• Scholarship opportunities, ongoing training, and professional development opportunities
• Seneca is a Public Service Loan Forgiveness certified employer
• Promotional opportunities across the agency in California