Administrative Assistant Orange, CA

Administrative Assistant

We are looking for an Administrative Assistant to support quality management operations in Orange, California. This contract position with potential for a permanent role will focus on coordinating complaint and appeal activity, gathering documentation, and helping the team maintain accurate records and timely follow-through. The ideal candidate is organized, detail-oriented, and comfortable managing sensitive information while communicating with internal teams and external partners.

Responsibilities:

• Coordinate the intake of complaints and appeals, record case details accurately, and ensure acknowledgments are issued within required service timelines.
• Collect and organize dental documentation such as charts, imaging, treatment history, and related records from practice management platforms and provider offices.
• Review case information and conduct follow-up research with dental offices regarding benefits, services provided, claim activity, and care-related concerns.
• Partner with quality management staff and other internal stakeholders to route cases appropriately and support efficient resolution.
• Prepare clear, well-structured written responses to inquiries and complaints from health plans, regulatory entities, providers, and members when needed.
• Monitor active cases closely to help the department meet turnaround expectations and remain aligned with payer and regulatory requirements.
• Maintain thorough case notes and data entry in tracking systems, and assist with compiling reports that highlight outcomes, patterns, and recurring issues.
• Contribute to compliance reviews, audits, and quality improvement efforts by supplying documentation and identifying opportunities to strengthen workflows.
• Provide day-to-day administrative support for the department, including email communication, record handling, and other coordination tasks as assigned.