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Program Assistant – Mental Health Services

San Jose, CA

Job Type:

Full Time

About the Role

The Program Assistant is responsible for completing all administrative tasks related to provision of mental health services by direct service staff. This includes data entry, scheduling, tracking and data management, and audit preparation. The Program Assistant is the central coordinator who works with other colleagues to support billing processes, credentialing, quality assurance, and office operations.


· Receive, process, and enter all program referrals into Electronic Health Record (EHR) and required tracking forms.

· Ensure all required intake paperwork is received; complete data entry into Electronic Health Record (EHR) and county data systems and upload required documents.

· Maintain compliance of electronic and paper medical records for the program (including Medi-Cal and HIPAA requirements). Verify patient records for accuracy, completeness, assembly and appropriate signatures.

· Assemble, file and pull client charts as required/requested for the purpose of audit, transfer, records request, etc.

· Complete monthly checks regarding staff clearances and client eligibility.

· Interface with Symed to address any data inconsistencies, corrections, and backouts.

· Receive, process, and track all psychiatric referrals.

· Coordinate with and schedule all initial and follow up psychiatric appointments, as well as psychiatric staff consult meetings. Provide client reminders and follow processes to ensure confirmation and minimize no-shows for psychiatric appointments.

· Support psychiatrist with use of databases for processing lab results and electronic prescriptions/ refills.

· Request records from other providers and upload to chart as requested

· Report quality assurance issues or concerns to Program Director and Manager


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About the Company

Bill Wilson Center is a nationally and regionally recognized leader for providing services to at-risk youth and families. Our agency -- from our executive team to our line staff -- is committed to improving the lives and conditions of the people we serve. We provide direct services to more than 3,500 children, youth, young adults and families in Santa Clara County. BWC provides services that meet the cultural and linguistic needs of our whole community. We value our unique ethnic diversity as well as the LGBTQ community and non-able body community. Join us and become a difference maker at Bill Wilson Center! Find out more at

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