Program Assistant – Manhattan ACT team FT

  • 2090 Adam Clayton Powell Jr Blvd, New York, NY 10027, USA
  • Full-time

Company Description

CASES is a New York City non-profit organization at the forefront of alternative to incarceration programs and comprehensive services for criminal justice-involved populations. If you are passionate about emerging data reporting and analysis techniques and take pride in your craft come join our team. CASES’ seeks a Senior Data Analyst for the data reporting and analysis unit. We need a team member with extensive knowledge of Salesforce. Our ideal candidate is curious, highly skilled in relational databases and Excel formulas and able to hustle to meet recurring weekly, monthly, quarterly and ad hoc deadlines to support the large-scale expansion of pretrial services.

Job Description

  • Compile and send weekly census reports and monthly change of status report to SPOA;
  • Maintain consumer medical records and computerized data to ensure compliance with Medicaid, NYS Office of Mental Health, NYC Department of Health and Mental Hygiene standards, and CASES policies and procedure.
  • Assist staff as it relates to data entry and maintenance of consumer records;
  • Attend morning meeting, take minutes and communicate relevant scheduling and program information to staff as they conduct their work in the community;
  • Create consumer medical records chart;
  • Archive medical records and copy records for medical record requests;
  • Maintain and update program logs, monthly and weekly organizational boards;
  •  Update team scheduling calendar to support the Team Leader;
  • Maintain and update program materials, forms and office supplies;
  • Responsible for all telephone inquiries relating to the program and triaging messages between program and clinicians conducting community visits;
  • Provide receptionist duties when needed;
  • Coordinate time sheet collection
  • Liaison to staff completing field visits in accordance with program safety plans;
  • Conduct health insurance eligibility checks and ensure accurate updated information is entered in the electronic medical record;
  •  Notify staff and support program staff to ensure consumers are enrolled and recertify for Medicaid and health insurance;
  • Provide team with information about consumers status with Medicaid Managed Care Organizations (MCOs), spend-downs, and inactive status;
  •  Support staff with communication with HRA, Medicaid, MCOs and consumers to enroll, address spend-down issues, and eligibility;
  • Conduct electronic charting audits to ensure all documents are completed and available for team to complete monthly Medicaid billing;
  • Run electronic reports to support the Team Leader to manage oversight of documentation;
  • Coordinate with the Biller and the Billing Manager to ensure monthly billing can be submitted timely and all issues are resolved when denials are received for bills submitted to Department of Health and MCOs;
  •  Support the team in coordination of up to date information in electronic medical record about consumers pharmacy;
  • Support team leader, staff and psychiatrist in communication with Managed Care ensuring documentation is faxed and transmitted to MCOs to authorize services and medications;
  •  Assist with tracking of Health Home enrollment and submit reports to Health Homes on participant status as needed, and communicate with Biller and Billing Manager on payment that should be submitted to the Health Home;
  •  Manage service dollar petty cash account in accordance with CASES’ policy and procedures for distribution and reconciliation metrocards and cash for consumer purchases;
  • Process check requests for the program;
  • Provide culturally competent support in accordance with CASES policies; and
  • Perform other duties as required by the Team Leader, Directors of Adult Behavioral Health programs, and executive staff.


  • Bachelor’s Degree Preferred (BA, BS);
  • At least 2 years of administrative experience in direct service program;
  • Exceptional communication and organizational skills, including excellent phone demeanor and direct communication skills with consumers and family members, government agencies, and agency staff;
  • Excellent diplomacy, poise and social skills to deal with consumers facing a range of problems including serious mental illness, substance abuse, crisis and stress;
  • Ability to operate with purpose, urgency, and accuracy in a fast-paced deadline-driven environment;
  •  Must maintain confidentiality and have the ability to exercise a high level of judgment/discretion;
  • Ability to create and maintain well-organized administrative and operational systems;
  •  Knowledge of electronic medical records, AWARDS preferred;
  • Knowledge and proficiency of MS Word, Excel, PowerPoint, and possess a willingness to learn new electronic medical programs as needed;
  • Good sense of humor, and  Spanish speaking is a plus.      

Additional Information

The salary range for this position is competitive and commensurate with demonstrated experience and skills.CASES also offers an excellent benefits package.

Only applicants selected for interviews will be contacted.

CASES is proud to be an Equal Opportunity Employer. Employment with CASES is based solely on qualifications and competence for a particular position, without regard to race, color, ethnic or national origin, age, religion, creed, gender, sexual orientation, disability, or marital, military, or citizenship status. We also actively recruit individuals with prior involvement in the criminal justice system.Your information will be kept confidential according to EEO guidelines.


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