Administrative Assistant - RAL

Position Summary

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The Administrative Assistant – TCM provides essential administrative, clerical, and operational support to the Tailored Care Management program. This role supports care managers, supervisors, and leadership by ensuring accurate documentation workflows, scheduling coordination, data tracking, and compliance support in alignment with NC Medicaid TCM requirements.

The Administrative Assistant plays a critical role in maintaining organizational efficiency, audit readiness, and service continuity for members receiving Tailored Care Management services.Core Responsibilities

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### 1\. Administrative \& Program Support

• Provide day\-to\-day administrative support to the TCM team
• Manage calendars, meetings, and training schedules for TCM staff
• Prepare agendas, meeting minutes, and internal communications
• Support onboarding logistics for new TCM staff

### 2\. Documentation \& Records Support

• Assist with tracking
Records of Service (ROS) submission timeliness
• Support organization and maintenance of electronic records and files
• Ensure documentation is properly uploaded, labeled, and stored per policy
• Flag missing, incomplete, or late documentation for supervisor review

### 3\. Scheduling \& Coordination

• Assist with scheduling member appointments and staff meetings
• Coordinate referrals, follow\-ups, and appointment reminders as directed
• Support transportation coordination and service linkage documentation

### 4\. Data Entry \& Tracking

• Enter and maintain accurate data in EHRs, spreadsheets, or tracking systems
• Track:
• Engagement attempts
• Preventive care appointments
• Referral outcomes
• Training and compliance logs
• Generate basic reports for supervisors and leadership

### 5\. Compliance \& Audit Support

• Assist supervisors with internal audits and monitoring activities
• Maintain organized files for:
• Care plans
• Assessments
• Training records
• Support preparation for LME\-MCO, DHHS, or payer reviews

### 6\. Communication \& Customer Service

• Serve as a professional point of contact for internal staff and external partners
• Communicate clearly and respectfully with care managers, providers, and community partners
• Maintain confidentiality and professionalism at all times

Required Qualifications

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• High school diploma or GED required
• Associate’s degree or higher preferred
• Minimum of 2\-5 years of administrative experience
• Experience in healthcare, behavioral health, or Medicaid\-funded programs preferred

Preferred Qualifications

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• Familiarity with NC Medicaid or Tailored Care Management
• Experience working with EHR systems and confidential records
• Strong organizational and time\-management skills
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Ability to manage multiple priorities in a fast\-paced environment

Knowledge, Skills \& Abilities

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• Strong attention to detail and accuracy
• Excellent written and verbal communication skills
• Ability to maintain HIPAA and confidentiality standards
• Ability to work collaboratively with clinical and administrative staff
• Comfort handling sensitive information with discretion

Performance Expectations

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• Timely completion of assigned administrative tasks
• Accurate data entry and record maintenance
• Responsiveness to staff and supervisory requests
• Adherence to organizational policies and procedures
• Support of compliance, quality, and audit readiness efforts

Working Conditions

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• Office and/or remote environment
• Use of standard office equipment and computer systems
• May require flexibility to meet program needs

Equal Opportunity Statement

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Epiphany Family Services, LLC is an Equal Opportunity Employer and is committed to creating an inclusive and diverse workplace.

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