Client Data Specialist - NCSH Residential

Job Overview

The Client Data Specialist is responsible for all billing, internal tracking and reconciliation tasks related to the North County Serenity House programs. Confirms and verifies the accuracy of data, prepares documents, identifies and interprets data to be entered and maintains effective records. Accurately maintains up-to-date participant data in the Electronic Health Record (EHRS) and Payor systems in order to process claims in a timely manner.  The Participant Data Specialist verifies participants’ healthcare benefits and eligibility to determine the correct payor for claim submission.  The Participant Data Specialist will establish and maintain relationships with the respective programs to ensure timely submission of participant data within the system. Responsible for all county system updates related to staff and participants assigned to programs. Responsible in the effective and successful transition of any county required electronic systems.


Key Responsibilities

Database Management Responsibilities: Contacts prepares of source documents to resolve questions, inconsistencies, or missing data. Confirms accuracy of data such as course numbers, days, dates, times, locations, and instructors. Compares data entered with source documents. Reviews and assists staff with making necessary corrections to information entered. Compiles, sorts, and verifies accuracy of data to be entered. Enters all billing into County systems and maintains internal tracking system for all county submissions. Ensures correct pay sources are created, set-up and changes are completed, reviewed and submitted in EHRS and county systems. Follows-up on all pending claims and corrects and inputs denied claims on a regular basis. Monitors the consistency of participant information between systems to ensure reimbursement of claims.  Communicates effectively with clinical staff and management team regarding corrections needed in participant chart. Responsible for monthly reconciliations. Checks Medi-Cal eligibility for new participants and on a monthly basis for all participants.  Maintains confidential information. Performs all duties and projects as assigned, by or before the specific due dates.

Quality Improvement Responsibilities: Responsible for complying with policies and procedures to manage fiscal risk and ensure highest quality of care.

Administrative Responsibilities: Creates and provides participant data reports to supervisors or as requested by an outside agency or the county.  Provides coverage for the front desk and medical room as needed. Attends and participates in meetings and trainings as assigned. Participates and attends weekly supervision. Performs and maintains working relationship with internal and external programs. Keeps track of received data and source documents. Prepares and sort source documents, and identify and interpret data to be entered. Performs general clerical duties such as typing, filing etc. Generate reports and respond to inquiries regarding entered data as requested. Attends required training and meetings.  Accurately prepares monthly, quarterly, annual and ad hoc reports for management team as requested. Works collaboratively with all disciplines of staff across programs. Arranges work schedule in accordance with agency needs that may include working evenings, weekends, and Holidays.

Record Management Responsibilities: Assist in establishing and maintaining effective and efficient records management systems. Maintains procedures associated with maintaining participant privacy rights including, but not limited to the release of participant information, HIPAA, subpoenas, and requests for records. Active participation and facilitation in program audits and reviews in addition, other duties as assigned.


Education and Knowledge, Skills and Abilities

Education and Experience


- High School Diploma or equivalent 

- Two Years previous experience with data entry in healthcare

- Knowledge of healthcare service claiming workflow, preferably in Behavioral healthcare

- Previous work experience working with spreadsheets

- Strong math skills

- Strong computer skills, including Outlook, Excel, Word and PowerPoint

- Type 45 wpm



- Experience with healthcare Electronic Health Record Systems

- Experience with San Diego County Behavioral Health Services and the county electronic systems



- Culturally competent and able to work with a diverse population

- Ability to independently problem-solve, as well as analyze and resolve complex issues related to billing

- Ability to prioritize extremely time sensitive documentation submissions

- Skilled in being very detail and results oriented

- Knowledge and respect of all confidentiality issues


Skills and Abilities

- Ability to enter data into various electronic systems while maintaining the integrity and accuracy of the data

- Proven organizational and time management skills

- Professionalism, punctuality, flexibility and reliability are imperative

- Excellent verbal, written, and interpersonal skills

- Integrity to handle sensitive information in a confidential manner

- Outstanding ability to follow-through with tasks and meet established deadlines

- Ability to work cooperatively and effectively as part of interdisciplinary team and independently assume responsibility

- Strong initiative and enthusiasm and willingness to pitch in whenever needed

- Able to communicate well at all levels of the organization including working with organization leadership and high-level representatives of partner organizations

- Able to work within a frequently changing project scope while maintaining overall direction and structured priorities

- Self-motivated, dependable, creative and proactive approach to work; understands the importance of working independently and within a team environment

- Openness to and comfort with change; and the ability to facilitate change in others

- High degree of self-awareness and self-regulation

- Acts with a sense of urgency to ensure the highest quality of care possible for our participants

- Ability and willingness to learn new systems, topics, and methods

- Dependable automobile and insurance, registration and valid California Driver’s License

Compensation: TBD
Type: Hourly/ Non-exempt
Status: CA
Benefits: We offer a generous benefits package with free medical and dental options!
City: Escondido
Hours/wk: 40

Job Location