Under the supervision of the Child Advocate Supervisor, the Medical Administrative Support Specialist will perform a wide variety of administrative and records management functions to support the overall operations of the Specialized Family Foster Care program.  The Medical Administrative Support Specialist will be an integral part of this dedicated team responsible for ensuring that HSVS’s foster care children are receiving all needed healthcare services through HSVS’s 29-I primary care clinic and Medicaid Managed Care Plan (MMCP) in-network providers, and that these services are being documented appropriately in the Electronic Health Record (EHR).  The ideal candidate will be a resourceful, reliable, self-starter with office experience and background in the healthcare and/or child welfare field. 

The Medical Administrative Support Specialist’s responsibilities will include:

Identify, download and share NextGen documents as requested, such as for adoption packets, audits and investigations, etc. Collaborate with Managed Care Compliance Coordinator to process periodic medical invoices for billing to MMCPs or payment by HeartShare Fiscal Dept., as applicable. Assist in the tracking of authorization and reauthorization of Special/Exceptional foster care rates. Request and obtain healthcare visit summaries and other medical records from community providers for foster care youths, including historical medical records as applicable Maintain/manage health record; upload and file medical records and other required documents in NextGen charts. Schedule medical/dental/behavioral health/specialist appointments to support Child Advocates; coordinate transportation to appointments as needed. Through EHR & Excel, track and provide support to ensure compliance with OCFS/ACS mandates including consents, intake, routine medical, dental, developmental & behavioral assessments, family planning, and referrals, etc. Assist with scheduling and follow-up with processing of reports/invoices for psychological evaluations Liaise with HSVS Case Planning, Care Coordination, Children’s Health Homes (CHH), 29-I Clinic and other staff, as well as with external NYC, NYS and community partners as assigned, to support departmental operations. Assist departmental staff with the completion of needed actions in NextGen, including referrals to HSVS’s Article 31 behavioral health clinic, CHH “Warm Hand-offs,” Comprehensive Treatment Plans, data share reconciliations, etc. Collaborate with care coordination team to ensure foster youth being discharge have a copy of their medical record pursuant to policy. Manage departmental mail, office supplies, etc. and perform additional administrative support tasks as assigned. Engage in ongoing review of departmental policies, procedures, and practices to make recommendations for quality improvement. Perform other tasks as assigned within the reasonable scope of duties of the position.