ECM Administrative Assistant at USPI

Lindsay, California, United States -

Full Time

Start Date

Immediate

Expiry Date

10 Jun, 26

Salary

0.0

Posted On

12 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Compliance Support, Data Entry, Tracking, Billing Accuracy, Calendar Management, Presentation Preparation, Workflow Improvement, Data Verification, Reporting, Communication, Multitasking, HIPAA Knowledge, Spanish Bilingualism, Salesforce Management, Google Workspace

Industry

Description

ECM Administrative Assistant Department: Enhanced Care Management (ECM) Reports To: ECM Manager / Director Location: Lindsay, CA Status: Full-Time POSITION SUMMARY The ECM Administrative Assistant provides high-level administrative, operational, and compliance support to the Enhanced Care Management (ECM) Department. This role ensures accuracy, organization, and timeliness across all ECM workflows, supporting the department’s mission to deliver high-quality, patient-centered care in alignment with DHCS, MCP, and CalAIM requirements. This position plays a critical role in program infrastructure, billing accuracy, data entry and tracking, and the implementation of the TA Marketplace initiatives, which include system development, workflow improvements, compliance buildout, workforce support, and cross-sector coordination. The ECM Administrative Assistant is a key partner to the ECM Manager and supports Lead Care Managers (LCMs), Wellness Guides, Outreach Team members, and embedded LCMs across all clinic sites. KEY RESPONSIBILITIES 1. Administrative Support & Department Coordination * Provide daily administrative support to the ECM Manager and the ECM department (Outreach Team, LCMs, Wellness Guides). * Maintain ECM calendars, meeting schedules, agendas, notes, and follow-up action items. * Help organize ECM workflow documents, onboarding binders, training materials, and signature pages. * Assist in preparing professional presentations, proposals, policy templates, and Google Docs/Sheets/Slides for internal and external partners. * Coordinate space planning, equipment requests, resource inventory (PHI boxes, hygiene kits, bus passes, etc.), and office logistics. * Maintain ECM calendars, meeting schedules, agendas, notes, and follow-up items. * Organize workflow documents, onboarding binders, training materials, and SOPs. 2. CalAIM & DHCS Compliance Support * Assist in maintaining ECM compliance documentation aligned with DHCS APLs (21-009, 22-022, and others). * Support policy‐to‐practice mapping through organization of SOPs, audit checklists, and workflow documentation. * Track required DHCS and MCP updates, ensuring internal documents reflect current standards. * Maintain chain-of-custody logs, PHI logs, MDT records, and required documentation for audits. * Assist with preparation for DHCS/MCP audits and quality reviews. * Maintain ECM calendars, meeting schedules, agendas, notes, and follow-up items. * Organize workflow documents, onboarding binders, training materials, and SOPs. * Assist in preparing presentations, proposals, and policy templates. * Track compliance documentation aligned with DHCS APLs, CalAIM, and program regulations. * Support billing and claims activities, including tracking outreach claims, encounters, and assessment billing codes. * Enter, maintain, and verify ECM data in Salesforce, Availity, EHR, and internal trackers. * Assist with TA Marketplace initiatives, workflow redesign, policy updates, and quality improvement projects. 3. Data, Reporting, & Systems Management (Salesforce, Availity, Internal Trackers) * Enter, maintain, and verify ECM data in Salesforce (journey statuses, demographics, ROI data, assessment scheduling updates, etc.). * Assist LCMs with Salesforce accuracy checks, MIF scrubbing logs, and waitlist management. * Support management of Availity outreach logs, claims events, eligibility verifications, and data reconciliation steps. * Help track KPIs (outreach events, enrollments, assessments, caseload ratios, billing timeliness, ROI metrics). * Generate weekly and monthly reports for internal leadership and Managed Care Plans. * Facilitate communication between ECM department, clinic sites, billing, IT, HR, MCP partners, and external agencies. * Draft professional emails, internal memos, and announcements as needed. * Coordinate external partner meetings and support embedded LCM activities across clinic sites. 4. Administrative & Operational Support * Maintain ECM calendars, meeting schedules, agendas, notes, and follow-up items. * Organize workflow documents, onboarding binders, training materials, and SOPs. * Assist in preparing presentations, proposals, and policy templates. * Track compliance documentation aligned with DHCS APLs, CalAIM, and program regulations. * Support billing and claims activities, including tracking outreach claims, encounters, and assessment billing codes. * Enter, maintain, and verify ECM data in Salesforce, Availity, EHR, and internal trackers. * Assist with TA Marketplace initiatives, workflow redesign, policy updates, and quality improvement projects. 5.TA Marketplace Project Implementation * Support the ECM Manager’s leadership role in the TA Marketplace by assisting with: * Scheduling collaborative planning sessions and coordination with DHCS/partners. * Tracking implementation initiatives such as: * Salesforce buildout * Workflow redesign and mapping * Policy & SOP development * Quality improvement tools * Workforce development resources * Cross-sector partnership strengthening * Keeping documentation versions updated and organized across Google Drive. * Preparing meeting packets, agendas, minutes, and follow-up tasks. * Ensuring deadlines, deliverables, and milestones are tracked and met. 6. Communication & Stakeholder Support * Assist in communication between ECM department, clinic sites, billing, IT, HR, MCP partners, and external agencies * Draft professional emails, internal memos, and announcements as directed. * Help coordinate external partner meetings (Health Net, Anthem, TA Marketplace consultants, community resource centers, etc.). * Support communication efforts related to LCM embedment in clinics and community partnerships. QUALIFICATIONS Required: * Bilingual in Spanish (REQUIRED). * High school diploma or GED; AA/AS degree/BA/BS degree in related field * 2+ years experience in healthcare administration, care coordination support, or related field. * Strong organizational, communication, and multitasking skills. * Experience with Google Workspace (Docs, Sheets, Slides, Forms). * Ability to handle confidential information (HIPAA/PHI). Preferred: * Experience with ECM, CalAIM, or DHCS-funded programs. * Knowledge of Salesforce or similar CRM platforms. * Familiarity with billing codes (G9012, GQ, U8, U2) and Medi-Cal/MCP processes. * Understanding of DHCS APLs and audit standards. * Experience with workflow design, quality improvement, or TA implementation projects. KEY COMPETENCIES * Attention to Detail: Ensures accuracy in compliance, billing, scheduling, and systems. * Professional Communication: Clear, respectful, and mission-focused communication with staff and partners. * Operational Discipline: Meets deadlines, keeps systems organized, and maintains documentation standards. * Problem Solving: Anticipates needs, identifies gaps, and supports solutions proactively. * Team Support: Helps create a strong, consistent ECM structure across all clinic sites. * Adaptability: Supports a rapidly expanding program and evolving DHCS requirements. Work Conditions: * Full-time, Monday–Friday, 8:00 AM – 5:00 PM. * Based on-site at our Lindsay clinic; some off-site outreach may be included. * Patient-facing interactions include phone-based and in-person support. * Reliable transportation required. SUMMARY The ECM Administrative Assistant is essential to the continued growth and success of the ECM department. This role ensures operational excellence, supports compliance and billing integrity, strengthens communication systems, and drives forward key initiatives—including the TA Marketplace buildout—allowing LCMs and leadership to focus on member care and program expansion. To Apply: Please submit your resume and a brief statement about why you are interested in working with patients through the ECM program. We encourage candidates from all backgrounds to apply. Living Water Clinic-Clinica Agua Viva prides itself on providing loving, quality care to our patients. We are an equal opportunity employer committed to creating an inclusive environment for all employees.

Responsibilities

The ECM Administrative Assistant provides high-level administrative, operational, and compliance support for the Enhanced Care Management (ECM) Department, ensuring accuracy across workflows supporting patient-centered care aligned with regulatory requirements. Key duties involve supporting department coordination, maintaining compliance documentation related to DHCS and CalAIM, managing data entry in systems like Salesforce, and assisting with TA Marketplace project implementation.