Who We Are

Hively, derived from ‘lively’ and ‘hive’, is a thriving community full of life and energy. At our core, we are a family-centered social impact organization dedicated to multi-generational well-being. Our mission is to strengthen and support children and their families throughout Alameda County. We believe that through subsidized child care, mental health support, and community services centered in families of all types and backgrounds, we can significantly change children and parents' possibilities to thrive in life. If this resonates with you, we invite you to apply to join our team!

Our Team & Culture

Our Team at Hively is a passionate and diverse group of individuals from a wide range of different lived experiences, backgrounds and professional expertise. We strive every day to create an environment for families and staff that is inclusive and welcoming of different experiences and perspectives. We prioritize learning, listening, and growing together and to foster a culture of respect.

The Opportunity

We are looking to fill the role of Billing and Program Support Specialist (Clinical Services). If you’re detail-oriented, organized, and interested in the intersection of data systems and client care, this could be a great fit. In this role, you’ll support the Medi-Cal billing process through the County’s Medi-Cal billing system (Smart Care) and our EHR (Exym), help keep our records accurate and up to date, and be a valuable part of ensuring our services are delivered—and reimbursed—smoothly and efficiently. You will also help with client intake scheduling, closing out clinical files, and other administrative duties, as needed.

This is a great opportunity for someone who wants to deepen their knowledge of billing systems, county requirements, and the Medi-Cal system of care. You’ll work closely with our clinical staff and have the opportunity to build expertise as a power user of Smart Care and Exym. As our Billing and Program Support Specialist, your work will directly impact our ability to deliver timely, effective, and uninterrupted mental health services to those who rely on us.

Schedule

This role is fully onsite and would typically be scheduled 4 days in our San Leandro Office, with the ability to travel 1 day a week to our Oakland Office.

What you will do:

• Open and register new client program records in Smart Care after the first completed session
• Support our clinical team to ensure timely and complete registration paperwork
• Assist with service data (billing) weekly into Smart Care; ensure data accuracy
• Ensure client diagnoses are consistent and accurately matched between Exym and Smart Care, and regularly update Smart Care to reflect any changes made in Exym
• Track and support completion of annual assessments; enter data within required timelines
• Monitor discharges in Exym and complete discharge documentation in Smart Care in a timely fashion
• Generate reports from Exym to be used for accurate and timely data entry into Smart Care
• Assist with monthly reconciliation between Smart Care and Exym
• Archive hard files and support file closeout for discharged clients
• Attend ACBH trainings to stay current on Smart Care data requirements
• Support new client intake and scheduling as needed
• Provide other general admin support as needed. This potentially includes handling data entry into Smart Care for all County referrals (scheduled and non-scheduled); assisting with collecting daily rosters for our General Assistance Mental Health Evaluations program; and supporting with verifying monthly eligibility for Medi-Cal and Alameda Alliance clients
  
  
  
  
  

What you should bring:

• Minimum 2 years of experience working in a data entry role with a proven track record of completing timely and accurate data entry. Demonstrated ability to follow strict data entry protocols and experience validating data for accuracy
• Previous experience with Medi-Cal or a behavioral health environment
• Strong attention to detail and comfort working with data
• Loves data entry and enjoys working within structured systems
• Tech-savvy and quick to learn new systems and tools; eager to become a power user of both systems (Smart Care and Exym)
• Proficient in MS Word, Excel, and Google Suite
• Organized, patient, and able to manage competing timelines
• Comfortable working with confidential client information; Knowledge of HIPAA policies and best practices
• Adaptability to changing organizational needs, conditions and work responsibilities
• An ongoing improvement and process-oriented mindset
• Personable, collaborative, and able to work well with both clinical and administrative staff
• Strong Customer service and conflict management skills
• Interest in mental health, especially Medi-Cal programs
• Prior experience directly interacting with clients or customers
• Prior experience entering data into an Electronic Health Record (EHR) system is preferred
  
  
  
  
  

Preferred Knowledge, Skills And Abilities

• Prior knowledge of county contracts or Medi-Cal billing is a bonus
• Bachelor's degree preferred
  
  
  
  
  

Physical Requirements

• Ability to sit at a desk, conference table or in meeting rooms of various configurations for extended amounts of time
• Ability to stand for extended amounts of time
• Manual dexterity to use a telephone and computer
• Facility to hear and understand speech at normal room levels, and to hear and understand speech on the telephone
• Facility to speak in audible tones so that others may understand clearly in normal conversations and over the telephone
• Physical agility to lift and carry up to 20 pounds and to bend, stoop, walk and reach overhead
• Physical agility to push/pull, squat, twist and turn
• Mental acuity to perform the essential functions of this position in an accurate and timely fashion; to make good judgments and decisions; and to evaluate the results of decisions and judgments
  
  
  
  
  

Benefits

• Medical, dental and vision plans covered at 100% for the employee
• Health & Dependent Care FSA & HSA
• 15 Paid Holidays + flex holidays!
• Generous paid time off policy
• Tuition Reimbursement ($1,000/year)
• Employee Appreciation Program
• Life & Long Term Disability Insurance covered 100% by Hively
• 403(b) plan
• SEP-IRA plan with an employer contribution of 5% of annual salary
• Learning & Development Opportunities
• Industry competitive salary ranges
  
  
  
  
  

Welcoming Candidates from All Backgrounds

While we try to be thorough with our prerequisites, not everything about you as a candidate can be condensed into a list of bullet points.

We welcome applicants of any educational background, gender identity and expression, sexual orientation, religion, ethnicity, age, socioeconomic status, disability, and veteran status.

• Note: Benefits described apply for full-time, permanent positions only. Temporary, internships, part-time or contract roles are not generally eligible
  
  
  
  
  

Benefits

• Medical, dental and vision plans covered at 100% for the employee
• Health & Dependent Care FSA
• 14 Paid Holidays + 4 flex holidays, including your birthday!
• Generous paid time off policy (over 3 weeks per year)
• Tuition Reimbursement ($1,000/year)
• Employee Appreciation Program
• Life & Long Term Disability Insurance covered 100% by Hively
• 403(b) plan
• SEP-IRA plan with an employer contribution of 5% of annual salary
• Learning & Development Opportunities
• Financial wellness program with unlimited access to personal financial advisors
• Industry competitive salary ranges
  
  
  
  
  

Welcoming Candidates from All Backgrounds

While we try to be thorough with our prerequisites, not everything about you as a candidate can be condensed into a list of bullet points.

We welcome applicants of any educational background, gender identity and expression, sexual orientation, religion, ethnicity, age, socioeconomic status, disability, and veteran status.

• Note: Benefits described apply for full-time, permanent positions only. Temporary, internships, part-time or contract roles are not generally eligible
  
  
  
  
  

Salary ranges are based on industry data, and final employment offer will be determined based upon factors including but not limited to an applicant's experience, specialized skills, and internal alignment.