Mental Health Services Administrative Coordinator - Bilingual

• Receive client intake referrals. Complete intake referrals (in phone or in person); verify insurance; provide admission letter; set up clients in various systems (Exym, IBHIS, SRTS) and logs for monitoring and tracking client referral status. Document and track case assignments.
• Responsible for reports including: Payer Financial reports, Medi-Cal Eligibility reports, High Client Utilizer reports, Client Status Referral reports for partner institutions and agencies, Outcome Measures reports for clinicians, the DMH Intake Status Report, the SPA 5 Access Tracker Log, and other reports as requested for specific program analysis. Collect geographical and/or client data reports as needed and administer Department of Mental Health (DMH) surveys. Gather, consolidate and report the Department of Mental Health Outcome Measures for the individual evidence-based practices utilized by the clinical team.
• Ensure confidential client records are organized, stored, and made available in compliance with HIPAA standards. Use electronic health record system to open new cases, complete funding source requests, and create client files, ensuring all required paperwork is included. Create client charts with most up-to-date DMH documents/assessments. File insurance eligibility slips, outcome measures, Payor Financial Forms, New Cases, and all other client related paperwork on a regular basis.
• Provide administrative and clerical support. Attend weekly team meeting, monthly Quality Assurance meeting, SAAC meetings, trainings and interdisciplinary staff meetings as requested by supervisor. Draft letters, emails, and other correspondence. Act as administrative backup for the Program Administrator by submitting weekly billing and assisting with other administrative duties.
• Coordinate the Psychiatrist’s weekly appointments. Confirm and reschedule appointments and act as the liaison between the psychiatrist, clinical staff, pharmacies and clients.
• Act as Mental Health Services’ primary contact for program information. Provide information regarding program and services in-person and over the telephone to staff, parents and consumers.

• Comply with ECF’s Injury and Illness Prevention Program. Ensure safe use and operation of tools and/or equipment.
• Comply with ECF policies and procedures, including mandated reporting requirements.
• Regular, reliable attendance.
• Perform other duties as assigned.

• Bilingual (English/Spanish).
• Solid written and oral communication skills.
• Computer literacy and proficiency in software applications including MS Office products: Word, Excel, Outlook, PowerPoint.
• Proven ability to work on several projects simultaneously and under tight schedules.
• Ability to deal appropriately with sensitive and confidential information.

• Driving is an essential function of this position. Proof of valid California driver’s license, reliable transportation, evidence of state-mandated car insurance, and insurable driving record are required. While driving for work, should a need arise, the employee’s insurance is deemed primary and ECF’s coverage is secondary.
• Provide evidence of a negative TB test initially and every three years thereafter.
• Provide evidence of Covid-19 vaccination record.
• Obtain and maintain NCI, First Aid and CPR certification.

• Mobility to work in a standard office setting and to use standard office equipment, including a computer.
• Ability to produce records and/or documentation in manual or electronic format.
• Ability to read printed materials and computer screen.
• Ability to communicate in person and over the telephone.
• Regularly lift and/or move up to 5 pounds and occasionally move or lift up to 10 pounds.
• Occasionally (once a month) required to travel to various sites within Los Angeles County.

Exceptional Children's Foundation