Administrative Specialist, HCBS Helena (Full Time)

Helena, Montana, Job Summary: The Administrative Specialist is responsible for providing support to the Case Management team. FLSA: NON-EXEMPT DUTIES AND RESPONSIBILITIES: Answers all phone calls politely and professionally, expediting all calls, and providing information to assist providers, consumers, family members, agency partners and relaying to appropriate party/case manager. Maintains adequate office supplies and functioning of all office equipment. Handles all correspondence daily. Types all documents, i. e. , department reports, memos in a timely and efficient manner. Compile and assemble consumers’ charts. Works directly with the Office of Public Assistance to establish and maintain Medicaid eligibility and track admit (SLTC-55) progress. Maintains HCBS Wait List to include review new referrals, check Medicaid eligibility, input data to wait list, make initial contact, make contact every 90 days, coordinate WL with other HCBS teams statewide.

Provides accurate information to providers to assist, with billing questions, enrollment in the Medicaid program, sending updates, etc. Enters and updates Prior Authorization information into the MMIS system verifying with the consumer cost sheet and referral. Complete monthly utilization reports inclusive of request and receive monthly billing information from providers, verify clients on provider billing, verify rates on billing, compile a monthly budget comparison report and utilization report, submit reports to DPHHS representatives and supervisors. Along with the HCBS Supervisor and/or Coordinator, track and monito the HCBS team budget. Tracks required Community First Choice visits and sends meeting reminders. Tracks and inputs data quarterly for SDMI waiver recovery markers. Tracks case management billing days and submits necessary compiled reports monthly to Spectrum biller. Tracks and compiles annual consumer and provider satisfaction survey data and submits to Spectrum Administration. Coordinates and schedules monthly provider meeting for SLTC and SDMI. Monitors HCBS office petty cash account to include coding expenditures, balance account and submit reports to Benefis accounting.

Maintains company vehicles and schedules necessary maintenance/repairs. Compile and update accurate provider and consumer lists. Is a self-starter; meets responsibilities without prompting. Demonstrates the values of team concept on a consistent basis. Communicates verbally in a clear and concise manner. Miscellaneous duties as assigned. Demonstrates the ability to deal with pressure to meet deadlines, to be accurate, and to handle constantly changing situations. Demonstrates the ability to deal with a variety of people, deal with stressful situations, and handle conflict. Professional Requirements: Adheres to dress code. Completes annual educational requirements.

Maintains regulatory requirements. Wears identification while on duty. Maintains confidentiality at all times. Attends department staff meetings as required within the department. Reports to work on time and as scheduled; completes work in designated time. Represents the organization in a positive and professional manner. Actively participates in performance improvement and continuous quality improvement (CQI) activities. Coordinates efforts in meeting regulatory compliance, federal, state and local regulations and standards Communicates and complies with the Benefis Health System Mission, Vision and Values as well as the focus statement of the department. Complies with Benefis Health System Organization Policies and Procedures. Complies with Health and Safety Standards and Guidelines.

Education/Experience Requirements: High school graduate or equivalent.

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