Quality Assurance and Administrative Assistant

WestCoast Children’s Clinic, located in Oakland, California, is a non-profit community psychology clinic that provides mental health services to Bay Area children, youth and families. Working at WestCoast Children’s Clinic means being part of an organization that is client-centered, trauma-informed, collaborative, and committed to justice and equity. 

Position Details 

Title: Quality Assurance and Administrative Assistant

Classification: Full time (1.0 FTE) Non-Exempt, 40 hours per week

Location: Oakland, CA / In-person 

Regular Work Schedule: Onsite Monday - Friday

Compensation:

• Hourly range - $22.00-24.00 per hour

The Quality Assurance and Administrative Assistant plays a key role in supporting the WCC Quality Assurance (QA) team by ensuring that staff and client files meet the requirements of Alameda County, San Francisco County, the State of California, and the Joint Commission Accreditation standards.

Primary responsibilities include assisting with credentialing, billing, compliance, and other quality assurance activities to ensure the QA Department is fully prepared for county, state, and accreditation audits. Duties involve following up on billing issues, processing medical records requests, uploading documents to electronic health records, and maintaining organized client and staff files.

This position requires exceptional organizational skills, strong attention to detail, and clear communication to effectively support the QA Department’s daily operations and ongoing projects.

Key Responsibilities:

• Documentation Management: Create, maintain, organize, and update QA electronic records, and physical charts, ensuring accuracy and accessibility for staff and auditors. 
• Audit Support: Prepare and organize staff records, client charts, and clinical documents to support both internal and external audits. 
• Billing Support: Provide diligent follow up in order to resolve issues that would prevent claims from being billed to MediCal. 
• Credential Support: Perform professional credential verification and set up staff credentials in WCC’s electronic health records for clinical and administrative staff.
• Quality Assurance Support: Respond to client medical records requests.
• Accreditation Support: Coordinate, track and follow up on required County and Joint Commission trainings.
• Project Assistance: Support departmental projects and handle various other assigned duties as needed. 
• Provide coverage to other WCC administrative departments, such as the Facilities/front desk at least one day per week. These duties will include reception desk coverage, answering phones, tidying and sanitizing office and client spaces, inventory and other projects. 

Qualifications:

• College degree preferred, and/or 2 related administrative experience in healthcare or human services organizations.
• Previous experience with MediCal or managed care documentation, billing, and audits preferred.

Competencies (Skills, Abilities, and Knowledge)

• Excellent organizational skills
• Strong interpersonal and communication skills
• Ability to work independently and collaboratively as part of a multidisciplinary team 
• Ability to prioritize projects appropriately and attend to details.  Efficiency and thoroughness is required
• Proven understanding of client confidentiality and HIPAA
• Excellent interpersonal, communication, and writing skills
• Excellent organizational and computer skills, as well as spoken and written communication skills
• Knowledge of MS Office Suite including Excel, PowerPoint, Google Calendar, and Google Mail on a Mac OS platform
• Proven commitment to clients and staff
• Knowledge of issues of race, class, and ethnicity 
• Experience working with diverse communities

Benefits:

• Employer-paid Medical Benefits for Employees 
  • 100% employer-paid dental and vision 
  • Dependent medical, dental and vision (50% employer-paid) 
• Medical and Dependent Care FSA and commuter plans
• 100% employer-paid life insurance long-term disability insurance
• Voluntary accident, term life and hospital indemnity insurance 
• 403(b) and ROTH retirement plan options, employer contribution targeted at 7.5% after first year of employment
• Three weeks PTO during the first year of employment, 4 weeks PTO with additional years of service
• 12 paid holidays plus one paid floating holiday per year
• 4 paid self-care days per year
• Wellness stipend ($100.00 per month)
• Employee Assistance Program (EAP)

Join us and make a difference in the lives of vulnerable children and families in the Bay Area.  

WCC is passionate about leading and encouraging open conversations around race, gender, power, and privilege and how these impact community mental health. We are an equal opportunity employer. We are committed to diminishing the influence of privilege and discrimination in our field and our workplace, whether due to differences concerning age, citizenship, color, disability, marital or parental status, race, religion, gender, or sexual orientation.