Program Description:
The Care Management Aide will provide office and case management support to the Care Management Team, and liaise with CCMC Administrative Staff. Position is responsible for providing effective, efficient, and courteous interaction between program participants, Care Management Team, program vendors and others. They will perform quality control and ensure the highest level of accuracy and efficiency in all details relating to participants, their files, and program requirements. Provides office and telephone reception. Performs other related duties as required.

Education & Experience:
Two years minimum clerical/administrative/reception duties. Experience working with the public in private business, or directly with clients in a health/social services program. Past experience in work requiring attention to detail, such as quality control or processing statistical data, is essential. High school graduate with courses in business/administrative skills. College courses in health/social sciences preferred. Knowledge of medical terminology highly desirable.

Required Knowledge, Skills, & Abilities:
· Ability to apply common sense understanding to carry out instructions given in written, oral or diagram form.

· Ability to manage time and tasks in order to meet strict deadlines while maintaining quality of work. Able to prioritize tasks based on time-sensitivity in order to meet deadlines.

· Ability to cultivate and maintain cohesive working relationships with coworkers and supervisors.

· Works well in group problem solving situations. Willing to step out of traditional daily tasks in order to help the group succeed.

· Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions.

· Writes clearly and informatively; edits work for spelling and grammar; able to read and interpret written information.

· Type minimum 35 words per minute with high accuracy.

· Excellent computer skills. Basic understanding and familiarity with Microsoft Word and Excel. Experience with relational databases and data entry desired.

· Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to use a calculator a must.

· Ability to organize record keeping systems.

· Ability to work without immediate supervision

· Ability to maintain strict confidentiality.

Roles & Responsibilities:
· Knowledge of office practices and procedures, including office reception.

· Answer the phone, relay messages, and occasionally schedule appointments or (if requested) call to cancel appointments for Care Managers.

· Perform monthly contacts, home visits, and deliver items to clients’ homes as needed/assigned.

· Document all participant contact (including monthly contact calls, call attempts, voicemails left, etc.) and any paperwork sent to participants, or returned from participants, in progress notes within 24 hours.

· Document all Critical Incident Reports (CIRs) in progress notes and submit CIR form to Supervisor within 24 hours of participant reporting event/incident.

· Make purchases for participants under supervision and approval of Care Manager. Complete all work orders and expenditure reports within 24 hours of purchase and give to Supervising Care Manager for signature.

· Assess participant charts and Care Managers’ paperwork for accuracy and content as well as implementing program policies and procedures to ensure on-going compliance of requirements established by the CDA.

· Update participant information, including contact information, demographics, documentation, and assessments into databases.

· Prepare, process, and report on potential participant’s Inquiry/Referral forms. Gather information as assigned for a Pre-Screen. Report anyone that passes the Pre-Screen and are to be added to the waiting list to the Supervising Care Manager within 24 hours.

· Establish and monitor participant eligibility for MSSP services. Run Medi-Cal eligibility as requested.

· Advise participant’s physician of acceptance into MSSP. Request participant medical records from hospitals as requested by Care Manager or Nurse. Request ONS prescriptions from participant’s PCP as requested by Care Manager.

· Prepare Screen packets, initial assessment packets, and welcome packets as needed and in a timely manner. Monitor MSSP Enrollment Checklist and notify Supervisor if anything is missing.

· Prepare reassessment packets for Care Managers for the current month’s scheduled reassessments by the 1st of each month.

· Quality control participant assessments and reassessments. Ensure they are complete and processed correctly according to the MSSP manual and office procedures.

· Act as participant/vendor point of contact for transportation and other miscellaneous client needs.

· Assist Supervisor/Program Director with Utilization Reviews, data management, and contract reports.

· Send Termination Letters, Notice of Action and “Right to Appeal” procedures to terminated and ineligible participants, as appropriate. Document in progress note of date sent.

· Send welcome packet, application, AUDPHIs, and Care Plans to participants. Document in Progress Notes when sent and when received. Notify Care Manager of any outstanding unsigned documents that have not returned in a timely manner.

· Send waitlist letters to potential participants as requested by Supervisor.

· Send greeting, sympathy, birthday cards, etc. to clients as appropriate.

· Update key dates for participants no later than 2 business days before the end of each month.

· Complete end of month reports including active participant list, monthly gains and losses report, and key dates. Submit by the 1st of the following month to Fiscal, Care Managers, and Supervising Care Manager.

· Submit all required paperwork to terminate/enroll a participant to Fiscal in a timely manner.

· Print and file progress notes by the 15th of each month for the month prior.

· Review and edit co-worker’s progress notes as assigned and within timeframe. Complete all appropriate suggested edits to own notes before 10th of each month for the month prior.

· File paperwork in client charts on a weekly basis.

· Monitor and request any needed office supplies from Supervisor to order on or around the 15th of each month.

· The duties of this position include, but are not limited to the above responsibilities. This job description is not permanent and serves as a guideline that can normally be expected to change when appropriate.

· From time to time, employees are asked to perform duties and handle responsibilities that are not in their job descriptions. If, over the months, the new duties and responsibilities remain a significant part of the assignment, the job description is changed.

Job Type: Full-time

Pay: $18.00 - $21.51 per hour

Expected hours: 40 per week

Benefits:

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

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work setting:

• In-person

Ability to Relocate:

• Ukiah, CA 95482: Relocate before starting work (Required)

Work Location: In person