Job Description

El Hogar Community Services is seeking Clerical Assistant to join our Community Justice Support Program. CJSP is a Full Service Partnership (FSP) using a Multi System Team (MST) model to promote inter-agency and community collaboration to offer mental health services to justice involved individuals experiencing serious mental illnesses. If you require more information about the individual programs,is you can visit our website at ww.elhogarinc,org.

Summary: The Clerical Assistant will be serving community members experiencing mental health illnesses. Duties include, but are not limited to: greeting visitors at the front desk, coordinating all appointments, answering incoming phone calls promptly and courteously, and notifying staff of client arrivals; ensuring compliance with HIPAA standards, maintaining a master calendar for medical appointments, maintaining a clean and inviting waiting area, transferring phone calls to appropriate recipients, confirming client contact information, making confirmation calls, and advising of changes in schedule, data entry of billing charges and HMIS system, maintaining client records & the filing system in the chart room/computer system, responding to requests for medical records, and providing back up support to clerical team members when necessary.

Essential Duties and Responsibilities: include the following. Other duties may be assigned.

· Greets, screens, and directs visitors/guests/clients to appropriate personnel;

· Triage phone calls to appropriate personnel and/or responds to an inquiry about the agency/program to the caller;

· Spot checks vehicles monthly for cleanliness and maintenance issues;

· Maintains and distributes vehicle logs and keys;

· Conducts research and compiles data;

· Phone screens referred individuals;

· Creates monthly newsletter;

· Develops group and activity flyers;

· Transcribes weekly team meeting minutes;

· Schedules appointments into Avatar calendar;

· Conducts reminder calls to all clients to ensure appointment follow-through; Advises appropriate personnel of changes in schedule;

· Supporting the medical department with appointments; coordinating/arranging transportation; relaying client information with med staff on clients need;

· Verifies client contact information is up to date and accurate. Makes appropriate changes in the program system and in the client’s chart;

· Reviews billing information on progress notes to ensure accurate data entry within Agency guidelines and HIPAA regulations;

· Composes and types routine correspondence;

· Reads incoming material, verifies accuracy, and files according;

· Retrieves materials for qualified personnel upon request;

· Organizes and maintains client charts, files correspondence, other records, and chart room;

· Actively contributes in a positive manner during internal staff meetings;

· Participates in being cross trained for all clerical assistant duties, which includes chart room and front desk tasks.

· Complete and support with HMIS data entry for clients and guests;

· Supporting overall clinic (i.e. different departments, scanning, and faxing);

· Conducts audits of Medi-Cal eligibility for clients and notifies Service Coordinator of ineligible clients

· Conducts Service Verifications and agency surveys for the clinic;

· Maintains appropriate inventory and restocking inventory; responsible to notify Office Manager, Program Manager, and/or Program Director of needed items.

· Assists in all operational duties including cleaning, organizing and stocking of supplies;

Supervisory Responsibilities:

This job has no supervisory responsibilities.

Minimum Qualifications:

Education and/or Experience: Minimum qualifications can be met in the following ways:

· High School diploma or GED (Required)

· Customer Service: 1 year+ (Required)

· Computer competency: 1 Year+ (Required)

· Two (2+) years of receptionist full-time experience (Required)

· Working in a busy medical/community mental health office reception area with a diverse Mental Health population (Preferred)

· Working knowledge/experience of an Electronic Medical Record (Preferred)

· Knowledge of medical billing (Preferred)

Computer Skills: To perform this job successfully, an individual should have knowledge of Contact Management systems; Database software; Spreadsheet software and Word Processing software; Ability to rapidly assimilate the County required billing software (AVATAR).

Certificates, Licenses, Registrations:

Current, valid California Driver's License and driving record acceptable to El Hogar and the Agency’s auto insurance carrier. Current proof of personal auto insurance.

El Hogar provides the following employee benefits: (The benefits listed below are based on an employee who works Full-time 40 hours/week. Employee who work less than 40 hours, but more than 20 hours are eligible for holiday, vacation and sick days on a pro-rate rate):

· 11 paid holidays, 15 paid vacation days, 3 floating holiday, and 12 paid sick days every year.

· The company pays for long term and short-term disability insurance and $10,000 of basic life insurance.

· El Hogar contributes $323.08 to the benefit eligible employee’s toward the employee’s benefit package (health, dental, vision, voluntary life insurance or the funds can be used towards the employee’s 401K retirement plan.

Job Type: Full-time

Pay: $18.03 - $21.63 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Sacramento, CA 95823: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Required)

Experience:

• Customer service: 1 year (Required)
• administrative office: 1 year (Required)

Shift availability:

• Day Shift (Required)

Work Location: One location

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