Hcbs Administrative Coordinator Temp

JOB DESCRIPTION

Job Title: HCBS Administrative Coordinator Temp

Reports To: DIRECTOR OF NURSING AND REGULATORY AFFAIRS

Department: Home and Community Based Services (HCBS)

FLSA Status: ? Exempt or ? Non-Exempt

? Union or ? Non-Union

Position Summary:
The Home and Community Based Services (HCBS) Administrative Coordinator temp is needed to temporarily provide support during a staff leave of absence (LOA). During this time, the temp is responsible for providing high-quality, efficient administrative support to Somerville-Cambridge Elder Services programs and for assisting the Home and Community Based Services (HCBS) Department with a variety of tasks related to various functions and services of the department.

Job Responsibilities and Performance Standards:

• Provide excellent customer service by responding politely, knowledgeably, compassionately, and confidently to all calls.
• In assigned work area, answer all incoming calls in a timely and pleasant manner; accurately process calls based on and utilizing information provided regarding agency departments, programs and activities and take accurate written messages or direct calls to voice mailboxes.
• Provide timely and accurate administrative support to HCBS Department and SCES management. Administrative support includes, but is not limited to, data entry, word processing, database management, photocopying, processing and preparation of mailings and documents, fax sending and distribution, proof reading, shredding and implementing program operational procedures as required.
• Work directly with contracted vendors, insurance companies, and SCES program staff to submit, facilitate, and track service authorizations to ensure there are no client service disruption or billing denials. Ensure that service authorizations are current and documented accurately.
• Work in collaboration with SCES management, HCBS leadership and Fiscal department to track and review client records for billing, payments, and reconciliation of any payment issues. Prepare monthly billing spreadsheets and communicate with internal and external departments, vendors, and providers to resolve discrepancies. Provides accurate and timely information to SCES’s Fiscal department and management.
• Conduct and document welcome calls to new Managed Care program clients as needed.
• Create, organize, and manage HCBS consumer records and paperwork. Enter and update accurate and timely consumer data and documentation in accordance with SCES, Executive Office of Elder Affairs (EOEA), Managed Care, State, federal, and Agency regulations and guidelines.
• Assist with the preparation and submission of forms for the Consumer Directed Care program (Take Charge).
• Documenting, scanning and tracking service authorizations received for SCO and One Care programs to ensure continuity of care and billing accuracy.
• Assist with HCBS program enrollments, transfers, and disenrollments.
• Assist HCBS Supervisors/Team Leaders/Managers with monthly database updates.
• Maintain confidential records and documentation in accordance with Executive Office of Elder Affairs (EOEA), Managed Care and Agency standards for case management services and billing.
• Provide back-up support to SCES management, respond to and direct calls to appropriate SCES staff.
• Promote compliance with program regulations, procedures, and guidelines through generating reports, reviewing client documentation, and other QI (Quality Improvement) measures as requested by SCES management. Conduct general data verification and data entry.
• Participate and assist in HCBS department meetings and trainings as needed.
• Follows HIPAA guidelines and other State and Agency confidentiality requirements.
• Provide coverage for others as needed in the HCBS Department.
• Perform other duties as assigned.
• If bilingual, provide translation and interpretation to Agency staff as needed.

Professional Standards and Conduct:

• * Collaborative and Responsive*: Regularly communicate, follow up, and use a team-driven approach. Respond thoughtfully and promptly to agency needs, requests, and inquiries; identify and build partnerships with key stakeholders. Demonstrates excellent organizational and time management skills to meet various deadlines, ensuring closed-loop communication. Ability to multi-task and maintain flexibility to adapt and adjust workload assignments based on various needs.
• * Communication*:Skilled in verbal and written communication, demonstrating the ability to communicate information in various ways to meet diverse styles and cultural backgrounds.
• * Attendance and Punctuality*: Dependable, punctual, showing flexibility when needed. Attends meetings as needed and is fully present and participates during those meetings.
• Commitment: Embodies SCES’s core values and shows great integrity, accountability, and professionalism in all interactions. Aids in furthering SCES’s mission and commitment to a