Program Assistant – Mental Health Services
Bill Wilson Center
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Post Date: May 17, 2023
Job Type: Full Time
Start Date: ASAP
Salary: $26.00 – $27.00 per hour.
Location: US - California - San Jose
Job Reference: - n/a -
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Our services address the needs of various ages and populations, from children to young adults. Current openings for program assistant are in the following areas:
•        Y&F Outpatient Programs: 1671 The Alameda, San Jose CA
•        Receive, process, and enter all program referrals into Electronic Health Record (EHR) and required tracking forms.
•        Ensure all required intake paperwork is received; complete data entry into Electronic Health Record (EHR) and county data systems and upload required documents.
•        Maintain compliance of electronic and paper medical records for the program (including Medi-Cal and HIPAA requirements). Verify patient records for accuracy, completeness, assembly and appropriate signatures.
•        Assemble, file and pull client charts as required/requested for the purpose of audit, transfer, records request, etc.
•        Complete monthly checks regarding staff clearances and client eligibility.
•        Interface with Symed to address any data inconsistencies, corrections, and backouts.
•        Receive, process, and track all psychiatric referrals.
•        Coordinate with and schedule all initial and follow up psychiatric appointments, as well as psychiatric staff consult meetings. Provide client reminders and follow processes to ensure confirmation and minimize no-shows for psychiatric appointments.
•        Support psychiatrist with use of databases for processing lab results and electronic prescriptions/ refills.
•        Request records from other providers and upload to chart as requested
•        Report quality assurance issues or concerns to Program Director and Manager
•        Support new staff with completion of initial credentialing including obtaining NPI and completing required forms/ databases for credentialing.
•        Verify staff credentialing forms for accuracy, completeness, assembly and appropriate signatures and submit for approval.
•        Ensure approved credentials are appropriately recorded in EHR for ongoing tracking and management. Keep records of all staff’s credentialing and licensures.
•        When necessary, greet clients and check their appointment times and notify appropriate staff.
•        Respond to all client inquires (whether in person, over the phone, or via email) in a timely manner and ensure proper follow up.
•        Ensure facilities/ workspace is well-maintained, neat, and orderly
•        Ensures safe work environment and reports any unsafe issues to Facilities Manager
•        Support staff in executing clerical processes and troubleshooting facilities/ IT issues as appropriate.
•        Order program and office supplies.
•        Regular attendance is a requirement of the position.
•        Other duties as assigned.

Bachelor's degree or equivalent combination of education and experience. Experience with Med-Cal programs and billing, knowledge of Electronic Medical Record experience a huge plus!   Valid CA drivers license with access to a personal vehicle with current Ins. Fingerprinting, TB test required. Required to be fully vaccinated with booster against COVID-19 (if eligible or agree to receive booster at the time of eligibility)

For consideration, please submit cover letter and resume to:
ATTN: Resumes
FAX: (408) 244-4022
Please indicate which job you are applying for in subject line.

For a full job description please visit -

Required to be fully vaccinated with booster against COVID-19 (if eligible or agree to receive booster at the time of eligibility)

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