Summary
Under the supervision of the Program Manager and QI/QA Supervisor, the Data Entry Billing Specialist will support program staff and participants by performing a full range of data, clerical, and billing functions within the Adult and Older Adult (AOA) Behavioral Health programs. This position ensures the accurate and timely entry of participant information, health insurance data, and service outcomes across multiple electronic systems in alignment with Medi-Cal, BHSA, and County requirements. OCAPICA Behavioral Health Services are grounded in a whole-person integrated care model that includes clinical services, case management, peer support, psychiatry, and community-based support. The Data Entry Billing Specialist plays a key role in maintaining data integrity, supporting program compliance, and enabling the team to deliver culturally and linguistically competent, inclusive, and innovative services that best meet the unique needs of diverse communities.
Essential Functions
- Support clerical duties including participant check-in/check-out, appointment scheduling, and intake data collection to ensure smooth program operations.
- Enter and maintain participant information, health insurance details, and service data accurately into required electronic systems, including internal (Exym) and external (IRIS) electronic health records, in accordance with agency, funder, state, and County guidelines.
- Ensure all deliverables and program activities are recorded accurately and entered into required databases promptly and in compliance with Medi-Cal, BHSA, and County standards.
- Coordinate and interface data entry activities between internal and external electronic health record systems and service providers as necessary to ensure consistency and accuracy.
- Provide data processing support to meet all data and contractual requirements, including monthly and quarterly reporting deadlines.
- Maintain and update program information systems; generate and distribute staff productivity reports for management review on a regular basis.
- Troubleshoot data and system issues to ensure accuracy, completeness, and timely correction of discrepancies.
- Support billing functions by verifying insurance eligibility, entering billing information, and coordinating with the QI/QA Supervisor to resolve billing discrepancies.
- Respond to participants’ questions and service providers’ inquiries in a clear, professional, and culturally sensitive manner.
- Participate in staff meetings, trainings, case conferences, peer review meetings, and supervision sessions.
- Prepare reports to meet program and funder requirements as directed by management.
- May perform basic statistical research and writing projects involving data collection, summarization, analysis, and design.
- May coordinate development of mental health services data and information.
- Perform other duties as assigned by the Program Manager, QI/QA Supervisor or Behavioral Health Director.
Minimum Qualifications – Knowledge, Skills and Abilities Required
- Bachelor’s degree with at least 1–2 years of experience in an office, clerical support, or data-related setting; experience in a behavioral health or healthcare environment preferred.
- Proficiency with electronic health record (EHR) systems and data entry platforms; experience with Exym and/or IRIS systems is a plus.
- Ability to keep accurate records, prepare reports, and maintain strong organizational skills with attention to detail.
- Demonstrated knowledge of and sensitivity toward diverse cultures; ability to provide services in a culturally and linguistically appropriate manner.
- Ability to work effectively within a multidisciplinary team inclusive of internal and external staff, community agencies, participants, and family members.
- Excellent verbal and written communication skills; ability to provide clear and easy-to-understand responses to participant questions and service provider inquiries.
- Strong computer skills including proficiency in Microsoft Office (Word, Excel, Outlook) and database management.
- Ability to be proficient and timely with required data entry, paperwork, and reports.
- Must possess strong interpersonal skills and the ability to maintain professional and ethical boundaries.
- Valid California Driver’s License, reliable personal transportation, and proof of automobile insurance; ability to travel to other sites for conferences, meetings, trainings, and data collections as needed.
- Ability to work a flexible schedule, including occasional evenings and weekends as needed.
- Verification of employment eligibility and satisfactory background check required.
- Regular and consistent attendance required.
Desired Qualifications – Knowledge, Skills and Abilities
- Bicultural and bilingual in an Asian or Pacific Islander language (e.g., Vietnamese, Korean, Tagalog, Khmer) is highly desired.
- Familiarity with Medi-Cal billing processes, BHSA requirements, and County behavioral health reporting standards.
- Knowledge of AOA FSP, ACT/FACT, or FSP ICM program models and documentation requirements.
- Ability to be flexible, take initiative, and adapt to changing priorities in a fast-paced environment.
Supervisory Responsibilities
- No supervision of employees will be required at this time.
Environmental Conditions (Working Conditions)
- Duties are to be performed in an office environment which may include shared workspace. Incumbent may be exposed to weather conditions and noise levels prevalent when performing community-based duties at other program sites.
Physical Requirement
- In the course of performing this job, the incumbent typically spends time sitting, standing, driving, walking, typing, filing, listening, and speaking.
Mental Requirement
- The incumbent must be able to accommodate any/all of the following: tolerance for distractions and interruptions, uncontrollable changes in priorities and work schedules, and the ability to process information, think, and conceptualize clearly and in a timely manner.
Application Process
Application deadline: Until filled.
Please e-mail a resume and 3 professional references (past supervisors including e-mail address and phone number) to [email protected].
Please ensure that the email subject has the job title: Data Entry Billing Specialist
Agency Background:
The Orange County Asian and Pacific Islander Community Alliance (OCAPICA) is a nonprofit community-based organization serving over 80,000 community members on an annual basis in more than 20 different languages throughout Orange County. Program areas include health, mental health, workforce development, civic engagement and policy, youth leadership development and education, and housing. Founded in 1997 to serve low-income Asian Americans and Pacific Islanders, OCAPICA has since evolved to serve all communities in need. OCAPICA is mainly grant funded through government and private foundation grants.
OCAPICA is an Equal Opportunity Employer
Pay: $27.00 - $29.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Parental leave
- Vision insurance
Work Location: In person
