ECM Administrative Assistant

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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. The 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 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.

• Provide daily administrative support to the ECM Manager and the department, including Outlook and Google calendar management, meeting scheduling, agendas, minutes, and follow‑up action items.
• Organize workflow documents, onboarding binders, training materials, SOPs, and policy templates for internal and external use.
• Coordinate space planning, equipment requests, and resource inventory (PHI boxes, hygiene kits, bus passes, etc.) and manage office logistics.
• Assist in preparing professional presentations, proposals, and policy documents using Google Workspace.
• Maintain compliance documentation aligned with DHCS APLs (21‑009, 22‑022, etc.), support policy‑to‑practice mapping, audit checklists, and workflow documentation.
• Track required DHCS and MCP updates, maintain chain‑of‑custody and PHI logs, MDT records, and prepare for audits and quality reviews.
• 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 LCMs with Salesforce accuracy checks, MIF scrubbing logs, and waitlist management.
• Help track KPIs (outreach events, enrollments, assessments, caseload ratios, billing timeliness, ROI metrics) and generate weekly and monthly reports for leadership and Managed Care Plans.
• Assist with TA Marketplace initiatives, workflow redesign, policy updates, and quality improvement projects.
• Facilitate communication between the 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.

• Bilingual in Spanish (required).
• High school diploma or GED; AA/AS, BA, or BS in a related field.
• 2+ years of experience in healthcare administration, care coordination support, or a related field.
• Strong organizational, communication, and multitasking skills.
• Experience with Google Workspace (Docs, Sheets, Slides, Forms).
• Ability to handle confidential information (HIPAA/PHI).

• Experience with ECM, CalAIM, or DHCS‑funded programs.
• Knowledge of Salesforce or a similar CRM platform.
• 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.

• 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.

• 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…