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Position Title:Â Client Care Specialist One (CCS1)
Reports To: Intake Supervisor
Classification:Â Non-Exempt; Hourly; Full-Time
Direct Report(s): None
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Position Overview
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CCS1 is responsible for coordinating the intake process for new and returning clients. Core duties include managing referrals, collecting client information, verifying financial details, communicating with stakeholders, and scheduling appointments. CCS1 acts as liaison between clients, programs, and billing department, ensuring communication and cooperation between the three groups.
This is a patient-facing administrative position that must balance customer service with operational policy. The CCS1 provides prompt and courteous client care, while ensuring clients, programs, and billing have clear understanding and agree regarding how anticipated costs of care will be managed.
Essential Functions, Duties & Responsibilities
Manage referrals and client access to services
- Act as the main point of contact between clients, guardians, referrals, billing, and providers to facilitate communication and care coordination
- Oversee and track the POE (Point of Entry) process
Collect client information
- Input and track potential clients
- Obtain and vet registration documents
- Track expiring ROI’s and obtain new when necessary
- Coordinate with other agency providers to exchange information and/or documentation
- Annual reverification of demographic and financial information
Verify financial details
- Verify insurance eligibility and benefits via websites and phone calls (at registration, intake, and as necessary throughout client lifecycle)
- Enter information to EHR so claims go to the correct payer and populate correctly
- Initiate and track financial assistance applications when applicable
- Assist clients with Medicaid applications
- Communicate with Alaska Division of Public Assistance for Medicaid application status
Communicate with stakeholders
- Communicate with clients, guardians, referral sources, and other VOA departments to ensure applicable stakeholders are in alignment
- Communicate with clients, program, and billing so insurance benefits, informed consent options, and financial assistance options are understood
- Ensure both client and VOA have a clear understanding and plan for the cost of treatment before scheduling program intake
Scheduling appointments
- Schedule assessments and program intakes
- Schedule client appointments per VOA centralized scheduling processes
- Assist with telehealth appointment logistics
Other
- Determine process inefficiencies and participate in process improvements
- Support other departments as needed via reports, oversight, projects, training, and communication for (list is not all-inclusive):
CARF accreditation
Residential childcare licensing
Alaska Division of Behavioral Health
Health and Safety, including drills and building inspections
Quality Assurance
Data Analysis
Internal and external audits
- Scans all paper-based documentation into the EHR for new and returning clients
- Sort and route mail, including opening and scanning all billing mail
- Maintain organization and cleanliness of assigned spaces
- Maintain client confidentiality per federal, state, and agency policy
- Perform other duties as assigned or required to meet essential functions
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Knowledge, Skills and Abilities
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- High School Diploma/ G.E.D
- Education in the area of health information management preferred.
- Minimum of two years’ experience with Medicaid regulations, billing, and quality assurance
- Ability to make sound decisions based on information available.
- Demonstrated customer service skillsÂ
- Excellent writing and communication skills
- Ability to work flexible hours (including days and evenings)
- Ability to travel if required (must have own transportation.)
- Ability to pass a criminal background check in accordance with the current state regulation requirements.
- Must have valid Alaska driver’s license with a good driving record and be able to pass the VOAAK auto insurance screening through the independent insurance carrier and/or meet the minimum state liability coverage if using own personal vehicle.
Working Conditions
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The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Works in office areas. Interacts with staff, consultants, and outside vendors. May be subjected to interruptions throughout the workday.Â
- While performing the duties of this job the employee is frequently required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to lift up to 25 pounds. The vision requirement includes close vision.
Acknowledgement
Every effort has been made to identify the essential functions of this position. However, this job description in no way states or implies that these are the only duties you may be required to perform. The omission of specific descriptions of duties does not exclude them from the position if the work is similar, related or can be considered essential to this position.
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