Medical Administrative Support Specialist

Under the supervision of the Child Advocate Supervisor, the Medical Administrative Support Specialist will perform a wide variety of administrative and records management functions to support the overall operations of the Specialized Family Foster Care program.  The Medical Administrative Support Specialist will be an integral part of this dedicated team responsible for ensuring that HSVS’s foster care children are receiving all needed healthcare services through HSVS’s 29-I primary care clinic and Medicaid Managed Care Plan (MMCP) in-network providers, and that these services are being documented appropriately in the Electronic Health Record (EHR).  The ideal candidate will be a resourceful, reliable, self-starter with office experience and background in the healthcare and/or child welfare field. 

The Medical Administrative Support Specialist’s responsibilities will include:

• Identify, download and share NextGen documents as requested, such as for adoption packets, audits and investigations, etc.
• Collaborate with Managed Care Compliance Coordinator to process periodic medical invoices for billing to MMCPs or payment by HeartShare Fiscal Dept., as applicable.
• Assist in the tracking of authorization and reauthorization of Special/Exceptional foster care rates.
• Request and obtain healthcare visit summaries and other medical records from community providers for foster care youths, including historical medical records as applicable
• Maintain/manage health record; upload and file medical records and other required documents in NextGen charts.
• Schedule medical/dental/behavioral health/specialist appointments to support Child Advocates; coordinate transportation to appointments as needed.
• Through EHR & Excel, track and provide support to ensure compliance with OCFS/ACS mandates including consents, intake, routine medical, dental, developmental & behavioral assessments, family planning, and referrals, etc.
• Assist with scheduling and follow-up with processing of reports/invoices for psychological evaluations
• Liaise with HSVS Case Planning, Care Coordination, Children’s Health Homes (CHH), 29-I Clinic and other staff, as well as with external NYC, NYS and community partners as assigned, to support departmental operations.
• Assist departmental staff with the completion of needed actions in NextGen, including referrals to HSVS’s Article 31 behavioral health clinic, CHH “Warm Hand-offs,” Comprehensive Treatment Plans, data share reconciliations, etc.
• Collaborate with care coordination team to ensure foster youth being discharge have a copy of their medical record pursuant to policy.
• Manage departmental mail, office supplies, etc. and perform additional administrative support tasks as assigned.
• Engage in ongoing review of departmental policies, procedures, and practices to make recommendations for quality improvement.
• Perform other tasks as assigned within the reasonable scope of duties of the position.

The Medical Administrative Support Specialist must have:

• A High School Diploma/GED equivalency with experience in health or social services, preferable Child Welfare (foster care).
• Two or more years of administrative work in a healthcare environment and/or in the child welfare system
• Good written, oral, and interpersonal communication skills, and be a collaborative team player
• Advanced understanding of medical terminology and administration processes
• Proficiency in Microsoft Office, including Outlook and Excel
• Excellent calendar management and organizational skills
• Strong attention to detail; accurate work is key
• Willing to travel to retrieve healthcare records.
• Experience with Electronic Health Record (EHR) systems preferred
  • NextGen EHR experience a plus
  • Connections Health Tab

Benefits:

• Rewarding Work in a team environment;
• Paid vacation, sick, personal days, and holidays;
• 403(B) retirement plan with employer contribution;
• Health, dental, vision, and life insurance;
• Employee Assistance Program (EAP);
• Flexible spending account (Dependent Care, Medical, Parking, and Transit);
• Employee Appreciation Programs and Events;
• Tuition Assistance Program;
• Professional Development opportunities;
• Gympass Discount
• Verizon Wireless Discount;
• BJs Membership discount;
• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more.
• Employee Referral Program

HeartShare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to Leaves@heartshare.org.