Senior Mental Health Programs & Operations Lead

Hive; Oakland (CA); Hybrid; USD 43,000 - 46,000; Full time

Benefits offered by this job

Medical, dental, vision plans

Health & Dependent Care FSA

14 Paid Holidays + 4 flex holidays

Generous PTO

Tuition Reimbursement

401(k) plan

SEP-IRA with 5% employer contrib.

Job summary

Hively seeks an Administrative & Operations Specialist for its Mental Health Department, operating across Pleasanton and Oakland. The role emphasizes high-level admin support, credentialing, EHR maintenance, data entry, and outreach with clients.

The candidate will shift priorities daily, ensuring HIPAA-compliant processes and robust workflow management. Ideal candidates bring 3+ years in healthcare administration, proficiency in Google Sheets/Excel, and experience with Notion, Exym EHR,

Qualifications

• Minimum 3+ years of administrative or operational experience within a healthcare or community-based organization setting.
• Proven independent judgment, identifying operational gaps and proactively supporting team members.
• Advanced Google Sheets / Excel skills for data manipulation and operational reporting.
• Solid knowledge of HIPAA policies, confidentiality, and data security.
• Experience in medical or behavioral health environments.
• Experience with workflow process development and improvements.
• Strong attention to detail and data accuracy.

Responsibilities

• EHR and Records: prep intake files, archiving, and closeout checklists.
• Notion SOP Architecture: manage and update department SOPs.
• Compliance & Records Execution: process external client record requests per HIPAA.
• EHR Support: admin-level maintenance, user support, data entry, quality audits.
• Client Status Coordination: liaise with clinicians and monitor discharge workflows.
• Contract Credentialing: manage Medi-Cal enrollment and CAQH/PAVE workflows.
• Billing & Intake Cross-Coverage: back-up data entry and scheduling during peaks.
• Referral Support: track referrals and enter into EHR promptly.
• Lead Tracking & Outreach: reminders and follow-ups for intake appointments.
• Dynamic Priority Management: adapt daily tasks to department needs.
• Eligibility Support: follow up for required information and real-time eligibility checks.

Skills

Administrative exp

GSheets/Excel

HIPAA knowledge

Data security

Healthcare environment

Workflow improvement

Education

Bachelor's degree preferred

Tools

Notion

Exym EHR

Zendesk

Google Workspace

Smart Care

CAQH & PAVE

Job description

Hively seeks an Administrative & Operations Specialist for its Mental Health Department, operating across Pleasanton and Oakland. The role emphasizes high-level admin support, credentialing, EHR maintenance, data entry, and outreach with clients.

The candidate will shift priorities daily, ensuring HIPAA-compliant processes and robust workflow management. Ideal candidates bring 3+ years in healthcare administration, proficiency in Google Sheets/Excel, and experience with Notion, Exym EHR,