Admin and Care Coordination Assistant – Full Time

EMPLOYMENT OPPORTUNITY

Division: Memory Support Services, ECM Program
Reports to: Program Coordinator
Status: Full-time (40 hrs. per wk.), Non-Exempt
Bilingual/Bicultural: Fluent in English required; fluent in Spanish or Vietnamese a plus.

General Summary
Enhanced Care Management (ECM) will provide high-level operational and clerical support to
the ECM department, ensuring smooth outreach workflows, compliance with Medi-Cal/Cal
AIM standards, and patient confidentiality. Key responsibilities include client outreach,
scheduling, updating documentation audit preparation and documentation. In addition, this
position will be assigned to 2 ECM clients to ensure a strong connection to the services
provided by the ECM program and subsequent documentation.

Essential Job Functions
Administrative Support: Outreach to new clients (via phone and email) referred to ECM and
educating them on the services, scheduling home visits; sending confidential documents to
PCP’s, care partners, via fax or encrypted email as requested by LCM’s. Provide backup support
for the Helpline as needed.

Document & Data Management: Maintain compliant records, use audit checklists to ensure
an audit ready environment (i.e.: reviewing client assessments, care plans, goals and case
notes), and manage PHI (Protected Health Information) logs. Review LCM case notes to ensure
SMART notes structure, as required by CalOptima/MediCal.

ECM Operational Support: Enter, verify, and maintain patient data in CalOptima’s
CareConnect system and Salesforce. Verify clients program status and continued MediCal
eligibility at the end of each month for billing purposes, prior to sending to acct. payable.

Compliance & Audit: Assist with tracking ECM (CalOptima/Cal AIM) and MediCal regulations,
preparing for program audits and reviewing ECM case notes prior to submission for billing.
Maintain HIPAA regulations and privacy protocols.

Communication: Serve as contact for internal/external partners, assisting with
correspondence with client’s medical team. Ability to communicate with care managers,
clinicians, and culturally diverse clients. Serve as the liaison between client and LCM, when
LCMs are unavailable (out in the field, on vacation or sick leave) to maintain continuity of care.

• 2 years of office experience, preferably with ECM or healthcare, managed care, or

• Exceptional communication (phone, written and verbal), time-management, and

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook), Google Docs and

• Ability to travel as needed to perform job duties, reliable transportation required.