Sr. Billing and Program Support Specialist

Hively; Oakland (CA); Hybrid; USD 60,000 - 85,000; Full time

Benefits offered by this job

Medical, dental, and vision plans

14 Paid Holidays + 4 flex holidays

Generous PTO

Tuition Reimbursement

Employee Appreciation Program

Life & Long Term Disability Insurance

403(b) plan

SEP-IRA plan

Learning & Development Opportunities

Financial wellness program

Industry competitive salary ranges

Job summary

Hively is seeking a Billing and Program Support Specialist (Clinical Services) in Oakland. This role supports Medi-Cal billing via Smart Care and Exym, ensuring accurate records, scheduling, and administrative duties to maintain uninterrupted mental health services. You’ll collaborate with clinical staff and deepen expertise in the county systems.

The position is based in Oakland with a 9:30 AM–6:00 PM schedule and potential hybrid work after six months, including one remote day per week.

Qualifications

• Minimum 2 years experience in data entry with strict data entry protocols.
• Experience in medical or behavioral health environment preferred.
• Experience with EHR systems and data accuracy is essential.

Responsibilities

• Open and register new client program records in Smart Care after first session.
• Support clinical team to ensure timely and complete registration paperwork.
• Enter service data into Smart Care weekly with accuracy.
• Ensure diagnoses match between Exym and Smart Care and reflect changes.
• Track annual assessments and complete timely data entry.
• Manage discharge documentation in Smart Care; update as needed.

Skills

Data entry

Attention to detail

Customer service

Confidential information handling

Education

Bachelor's degree preferred

Tools

Smart Care

Exym

MS Word

Excel

Google Suite

Job description

Who We Are

Hively’s mission is to build meaningful connections with families and communities, ensuring access to resources every child in Alameda County needs to thrive. Our vision is to transform the lives of children and families to benefit all communities and ensure a promising future for generations to come. We believe that through subsidized child care, mental health support, and community services centered in families of all types and backgrounds, we can profoundly impact the communities we serve. If this resonates with you, we invite you to apply to join our team.

Our Team & Culture

Our Team at Hively is a passionate and diverse group of individuals from a wide range of different lived experiences, backgrounds and professional expertise. We strive every day to create an environment for families and staff that is inclusive and welcoming of different experiences and perspectives. We prioritize learning, listening, and growing together and to foster a culture of respect.

The Opportunity

We are looking to fill the role of Billing and Program Support Specialist (Clinical Services). If you’re detail-oriented, organized, and interested in the intersection of data systems and client care, this could be a great fit. In this role, you’ll support the Medi-Cal billing process through the County’s Medi-Cal billing system (Smart Care) and our EHR (Exym), help keep our records accurate and up to date, and be a valuable part of ensuring our services are delivered—and reimbursed—smoothly and efficiently. You also will help with client intake scheduling, closing out clinical files, and other administrative duties, as needed. This is a great opportunity for someone who wants to deepen their knowledge of billing systems, county requirements, and the Medi-Cal system of care. You’ll work closely with our clinical staff and have the opportunity to build expertise as a power user of Smart Care and Exym. As our Billing and Program Support Specialist, your work will directly impact our ability to deliver timely, effective, and uninterrupted mental health services to those who rely on us.

Location & Schedule

This role is based in Oakland, with a standard schedule of 9:30 AM to 6:00 PM. Occasional travel to Pleasanton and San Leandro may be required with advance notice. After six months of employment, you may become eligible for a hybrid schedule offering up to one remote day per week.

What you will do

• Open and register new client program records in Smart Care after the first completed session
• Support our clinical team to ensure timely and complete registration paperwork
• Complete timely and accurate service data entry (billing) weekly into Smart Care
• Ensure client diagnoses are consistent and accurately matched between Exym and Smart Care, and regularly update Smart Care to reflect any changes made in Exym
• Track and support completion of annual assessments; enter data within required timelines
• Monitor discharges in Exym and complete discharge documentation in Smart Care in timely fashion
• Generate reports from Exym to be used for accurate and timely data entry into Smart Care
• Assist with monthly reconciliation between Smart Care and Exym
• Archive hard files and support file closeout for discharged clients
• Support clients with record requests
• Attend ACBH trainings to stay current on Smart Care data requirements
• Support new client intake and scheduling as needed
• Provide other support as needed. This potentially includes handling data entry into Smart Care for all County referrals (scheduled and non-scheduled); assisting with collecting daily rosters for our General Assistance Mental Health Evaluations program; support with verifying monthly eligibility for Medi-Cal and Alameda Alliance clients; support entering CANS data into required County system

What you should bring

• Minimum 2 years experience working in a data entry role with a proven track record of completing timely and accurate data entry. Demonstrated ability to follow strict data entry protocols and experience validating data for accuracy
• Previous experience in medical or behavioral health environment
• Experience in workflow process development and identifying areas for process improvement
• Strong attention to detail and comfort working with data
• Loves data entry and enjoys working within structured systems
• Tech-savvy and quick to learn new systems and tools; eager to become a power user of both systems (Smart Care and Exym)
• Proficient in MS Word, Excel, and Google Suite
• Organized, patient, and able to manage competing timelines
• Comfortable working with confidential client information; Knowledge of HIPAA policies and best practices
• Adaptability to changing organizational needs, conditions and work responsibilities
• An ongoing improvement and process-oriented mindset
• Personable, collaborative, and able to work well with both clinical and administrative staff
• Strong Customer service and conflict management skills
• Interest in mental health, especially Medi-Cal programs
• Prior experience directly interacting with clients or customers
• Prior experience entering data into an Electronic Health Record (EHR) system is preferred
• Prior knowledge of county contracts or Medi-Cal billing is a bonus
• Flexibility to work from other office locations as required

Preferred Knowledge, Skills And Abilities

• Prior knowledge of county contracts or Medi-Cal billing is a bonus
• Bachelor's degree preferred

Benefits

• Medical, dental, and vision plans covered at 100% for the employee
• Health & Dependent Care FSA
• 14 Paid Holidays + 4 flex holidays, including your birthday!
• Generous paid time off policy (over 3 weeks per year)
• Tuition Reimbursement ($1,000/year)
• Employee Appreciation Program
• Life & Long Term Disability Insurance covered 100% by Hively
• 403(b) plan
• SEP-IRA plan with an employer contribution of 5% of annual salary
• Learning & Development Opportunities
• Financial wellness program with unlimited access to personal financial advisors
• Industry competitive salary ranges
• Note: Benefits described apply to full-time, permanent positions only. Internships, temporary, part-time, or contract roles are not generally eligible for most benefits

Welcoming Candidates from All Backgrounds

Hively is proud to be an equal opportunity employer. We welcome applicants of any educational background, gender identity and expression, sexual orientation, religion, ethnicity, age, socioeconomic status, disability, and veteran status.

Please note that applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

Salary ranges are based on industry data, and final employment offer will be determined based upon factors including but not limited to an applicant's experience, specialized skills, and internal alignment.