Travel and Clinical Support Services Administrative Assistant - Temporary

AlohaCare - Oahu Island, HI3.1

Full-timeEstimated: $49,000 - $65,000 a year

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The Company:

AlohaCare is a local, non-profit health plan serving the Medicaid and Medicare dual eligible population. We provide comprehensive managed care to qualifying health plan members through well-established partnerships with quality health care providers and community-governed health centers. Our mission is to serve individuals and communities in the true spirit of aloha by ensuring and advocating access to quality health care for all. This is accomplished with emphasis on prevention and primary care through community health centers that founded us and continue to guide us as well as with others that share our commitment. As Hawaii’s third-largest health plan, AlohaCare offers comprehensive prevention, primary and specialty care coverage in order to successfully build a healthy Hawaii.

The Culture:

AlohaCare employees share a passion for helping Hawaii’s most underserved communities. This passion for helping and caring for others is internalized and applied to our employees through a supportive and positive work environment, healthy work/life balance, continuous communication and a generous benefits package.

AlohaCare’s leadership empowers and engages its employees through frequent diversity, recognition, community, and educational events and programs. AlohaCare has a strong commitment to support Hawaii’s families and reinforces a healthy work/home balance for its employees. Because AlohaCare values honesty, respect and trust with both our internal and external customers, we encourage open-door, two-way communication through daily interactions, employee events and quarterly all-staff meetings. AlohaCare’s comprehensive benefits package includes low cost medical, dental, drug and vision insurance, PTO program, 401k employer contribution, referral bonus and pretax transportation and parking program.

These employee-focused efforts contribute to a friendly, team-oriented culture which is positively reflected into the communities we serve.

The Opportunity:

The Administrative Assistant will be essential in the relief of non-clinical tasks that must be carried out accurately and timely according to set policy and procedures in support of all Health Services departments in the organization. This position is key to the success of internal and external staff members in providing excellent customer service to our members and providers. Tasks will require use of critical thinking to assist the department Supervisor and/or Manager with administrative needs for special reports and other projects using clear and understandable written and verbal communication skills. The Administrative Assistant is required to complete assigned duties as this will impact the department outcomes for Health Services.

Primary Duties & Responsibilities:

  • Assist and provide written support by filling out internal forms as needed.
  • RAN
  • Bus Pass Request
  • HandiVan Voucher Request
  • Other
  • Assist and provide telephonic support as needed.
  • Specialist
  • DME Supplier
  • Member Inquiries as related to assigned task (i.e. confirmation of travel arrangements)
  • Provider Inquiries as related to assigned task (i.e. making and confirming member appointment)
  • Other
  • Work with our computer system for care and utilization management (Altruista)
  • Work with our computer system for claims and enrollment (QNXT)
  • Creation and review of new authorizations, extensions, and continuation of existing services
  • Fax and/or mail provider/member denial notification letters as directed by the nurse and create denial packets for filing
  • Track and process any inpatient admission on a daily basis and update the appropriate auth owner as needed.
  • Monitor and process incoming faxes for various Health Services departments and if needed request for additional notes by using the Medical Information Request Form (MIRF)
  • Sort incoming member reimbursement requests and distribute to the appropriate department if needed
  • Assist UM/MM Nurses with filing high catastrophic cases to the outlier second insurer by working collaboratively with the Financial Analyst
  • Front desk coverage may be assigned for the relief of full-time receptionist.
  • Ability to organize, prioritize, communicate and manage workload effectively and efficiently
  • Assist with preparation, tracking and maintenance of reports necessary to carry out the functions of the department.
  • Prepares periodic reports for management, as necessary or requested, to track strategic goal accomplishment
  • Assist with identification and reporting of possible Fraud, Waste, and Abuse cases
  • Perform other duties and responsibilities, as assigned.
  • Responsible to maintain AlohaCare’s confidential information in accordance with AlohaCare policies, and state and federal laws, rules and regulations regarding confidentiality. Employees have access to AlohaCare data based on the data classification assigned to this job title.

Required Competencies & Qualifications:

  • High School Diploma or Equivalent
  • 1-3 years of experience as an Administrative Assistant, Office Coordinator, or Customer Service Specialist.
  • Equivalent combination of education, experience and course work or demonstrated knowledge of medical terminology, ICD-10-CM, CPT and HCPCS codes.
  • Strong oral, written, and interpersonal communication skills in English, including telephone etiquette
  • Requires operation of general office equipment to include; PC, fax/copy machine and ACD Mitel Phones.
  • Intermediate skills using Microsoft Office; Word, Excel, Outlook and PowerPoint.
  • Achieves results while building trust by communicating in an effective way.
  • Ability to adapt to in a fast-paced environment with focus on quality customer services.
  • Ability to analyze and problem solve using critical thinking to make good decisions that contribute to the overall team goal.

Preferred Qualifications:

  • Previous experience working in the Medical or Health Plan environment
  • Word Processing skills of 45-60 wpm with a high degree of accuracy with 10 Key experience

Physical Demands/Working Conditions:

  • Inside working conditions.
  • No environmental hazards.
  • Sedentary Work: Exerting up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

AlohaCare is committed to providing equal employment opportunity to all applicants in accordance with sound practices and federal and state laws. Our policy prohibits discrimination and harassment because of race, color, religion, sex (including gender identity or expression), pregnancy, age, national origin, ancestry, marital status, arrest and court record, disability, genetic information, sexual orientation, domestic or sexual violence victim status, credit history, citizenship status, military/veterans status, or other characteristics protected under applicable state and federal laws, regulations, and/or executive orders.

Job Type: Full-time


  • Administrative Assistant: 1 year (Required)
  • Customer Service: 1 year (Required)


  • Oahu, Hawaii (Required)