Data and Intake Coordinator

Job Details: Job Location: Santa Monica - Santa Monica, CA, Position Type: Full-Time, Salary Range: $26.00 - $32.00Hourly, Job Shift: Day, Job Category: Nonprofit - Social Services, Wise & Healthy Aging is committed to serving older adults at all stages of their lives, from pre-retirement through elder years, caregivers and their families, senior services organizations, and others who share our passion and commitment to making a difference in the lives of older adults. Wise & Healthy Aging has received numerous designations of excellence from GuideStar, GREATNONPROFITS, and is nationally certified as a Great Place to Work.

We offer competitive salaries and comprehensive benefits. For staff who regularly work 30 or more hours per week, benefits include 80% company-paid medical, 100% company-paid dental, 401(k) plan with competitive employer match, Flexible Spending Account (FSA), optional life and vision insurance, 14 paid holidays plus paid time off (PTO)

POSITION GOAL

This position will ensure accurate and timely data entry, intake, reconciliation, and reporting for our Care Management (CM) programs.  Will review CM recorded data and assist with report generation. Will be assigned other administrative duties as needed. The Intake and Data Coordinator will coordinate with the Care Coordinators to input required data into data systems for each client and each billable service. The Data Coordinator will work with both the Care Coordinators and the Billing Supervisor to ensure everything needed to support each case is input and accurately recorded. This position will also provide Intake Coordination for incoming referrals with a focus on the APS ICS contract.

PRIMARY RESPONSIBILITIES

Care Management administrative data entry support.
Receive, review, confirm eligibility, and input client referrals from identified sources into data systems, including enrolling and disenrolling clients.
Data entry on internal and external data systems. Input and maintain all billable data into the appropriate data system. Ensure accurate and timely daily input to match CM recorded data.
Support billing reconciliation and production of regularly scheduled summary reports. Run and analyze monthly reports from various databases for accuracy before distribution. Ensure billing and related reports and recommendations are prepared and submitted monthly promptly.
Support records and data management: Monitor, review, and verify account records and transactions for accuracy, timeliness, and adequacy of supporting documentation. Ensure compliance with internal policies and agency rules

ESSENTIAL JOB FUNCTIONS

Receive, respond, input, and track incoming intake referrals daily. Input and maintain accurate intake.
Routinely enroll and disenroll clients on required systems.
Detail-oriented, reviewing billing entries matches CM-noted entries. Routinely input and maintain accurate billing data daily for all CM government contracted requirements on required systems.
Regularly monitor and track billing entries to divert/avoid and prevent billing issues before submission and provide solutions promptly.

OTHER RESPONSIBILITIES

Due to changing program demands, funding source expectations, and/or changes in agency policy, as assigned, all staff may be expected to perform other duties.
Demonstrate analytical, problem-solving, and effective communication skills.

POSITION QUALIFICATIONS

Educational & Experience Requirements

Bachelor’s degree in business administration, public health administration, or allied field.
A minimum of two (2) years in a clerical/admin support position is highly desirable.
A minimum of two (2) years’ customer service experience.

Skills

Prior billing and data entry experience.
Very detail-oriented.
Display critical thinking, flag errors, question inconsistencies, and problem-solve.
Self-starter with excellent organizational skills, strong ability to prioritize and manage multiple time-sensitive issues and meet deadlines.
Ability to work independently and as a member of a team.
The ability to work in a high-volume, deadline-driven environment with speed, efficiency, and a high degree of accuracy and attention to detail.
Very good Excel skills and proficient computer experience with MS Office, including Word, Outlook, and PowerPoint
Strong written and oral communication skills.
Ability to interface/relate well to the public, all levels of staff, and other professionals.
Minimum typing speed of 50 words per minute.

WORK ENVIRONMENT

Employee may be required to lift up to 25 pounds.
This position is housed in the corporate office of Wise & Healthy Aging located in Santa Monica, California.

DISCLAIMER

Job duties listed are not a comprehensive list of duties and may change with or without the consent of the incumbent. The job description is not an employment contract, and WISE & Healthy Aging reserves the right to modify the duties listed.
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