Administrative Professional with Mental Health Focus
Resume:
Carolina G. Martinez
Tujunga, CA 91042
*******@*****.***
Professional Summary:
Compassionate and dedicated administrative professional seeking to continue in the Mental Health field. Assist clients and support individuals and/or families and make a difference in their lives.
Qualifications:
Extensive experience in Customer Service
Outstanding planning and organizational skills
Detail oriented
Excellent leadership skills
Ability to set priorities to meet deadlines
Effective communication skills
Strong Analytical skills for problem solving
Professional, loyal, resourceful and dependable
Function extremely well under pressure
Work well as part of a team or on an individual basis with minor supervision
Able to maintain a high level of confidentiality
Quick and eager to learn
computer skills (Excel, Word, Outlook, Powerpoint, etc.)
Typing speed, minimum of 65 wpm
Fluent in English/Spanish (reading and writing)
Multitask with ease
Professional Experience:
Maryvale Community-Based Services-Non-Profit Organization
Office Manager (October 2019-2025) 10/15/2019-10/3/2025
1.Support Maryvale’s Performance and Quality Improvement Plan and participate in discussion regarding department or program goals, data collection and/or analysis.
2.Oversee the day-to-day office operations,
3.Support the Outpatient Therapy/Wraparound and Connections Programs
4.In collaboration with the Quality Improvement Department will participate in assisting to prepare for audits and recertification for various programs pertaining to CB Programs.
5.Ensures all DMH and all other departmental forms are available for associates.
6.Responsible for obtaining/updating the C#’s for associates to access the DMH Web Access systems. Update the PEI certifications for staff on the DMH NAPPA website for OMA and SAR monthly/as needed.
7.Maintains the Board of Behavioral Sciences (BBS) Licenses Tracking Spreadsheet listing all clinician and supervisor licenses, expirations and renewals. Notifying the clinician/supervisor two months before expiration, tracking submission of new licenses, posting them in the physical office and notifying billing to update in the EHRs.
8.Maintains the CB Programs Master schedule to ensure meetings/trainings/workshops are reserved, organized and the facilitator’s needs are met as it pertains to location set up and in doing so works directly and collaborates with the agency’s Facilities Manager.
9.Serve as back-up for the Administrative Assistant and Intake/Outreach Coordinator in their absence.
10.Responsible for completing Administrative Assistant role evaluations thoroughly and in a timely manner. Hold weekly Supervision sessions with supervisee. Update/approve bi-weekly Supervisee’s timecard and maintain their time off requests.
11.Participate in recruitment, hiring, supervision and training of the Administrative Assistant.
12.Assist with resolving billing issues in conjunction with the Finance department.
13.Calculates and updates spreadsheets tracking monthly Service Percentage of billing associates.
14.Responsible for oversight of the donations, grants and gift cards for needy families and managing the input and output and tracking. Coordinate with Finance for submission of tracking documentation
15.Assists in coordinating new intake paperwork to appropriate departments Finance, and QA/QI.
16.Create and update the Net Promoter Score, CBS Client Satisfaction Survey data and Risk Prevention Management data on a Monthly and Quarterly basis.
17.Creates and manages the CBS Staff Training spreadsheet, collects training certificates, and issues Outlook Calendar reminders for All CBS Training requirements monthly.
18.Assist supervisors with onboarding and preparing for new hires, arranging office space, gathering supplies, copying appropriate binders and tools.
19.Log, upload and file Wraparound Case Rate invoices and Flex Funds invoices (Back up to Administrative Assistant).
20.Participated in the COA Accreditation process
21.Prepare, review, update and maintain the Community-Based Service Mental Health Office Manual
22.Create and maintain various rosters and reports for all CB Programs
23.Complete other duties as assigned by the Director
Administrative Assistant/Receptionist 11/14/2018-10/15/2019
24.Ensures all incoming clients are greeted and telephone calls are properly handled in a professional and timely manner.
25.Assist with supporting the Community-Based Services master schedule to ensure meetings/trainings/workshops are reserved, organized and the facilitator’s needs are met as it pertains to location set up. Works directly and collaborates with the agency’s Facilities Manager and Kitchen staff for any meeting needs.
26.Ensure proper HIPAA standards are met when clients sign in for scheduled appointments.
27.including attending the waiting room and ensuring safe and respectful behaviors are promoted in the area (Admin Assistant back up).
28.Responsible for verifying client appointments prior to providing access to CB Programs after normal business hour s(Admin Assistant back up).
29.Receives and channels all telephone calls to designated associates (Admin Assistant back up).
30.phone screening clients seeking services to ensure they meet programming criteria and provide referrals to those who do not meet criteria for services (Admin Assistant back up).
31.Maintain SRTS system related to referrals who are Medi-cal eligible services, and coordinate NOA-E in conjunction with the Intake Coordinator and Director.
32.Assist with creating client charts for various programs and accurately filing and scanning documentation into client charts (Admin Assistant back up).
33.Responsible for assisting psychiatrist including maintaining psychiatrist schedule, confirming appointments, tracking medication assigned to clients, tracking client’s activity/missed appointments, processing documentation, and tracking due dates for medication authorizations (back up to the Administrative Assistant). Adding RXNT and adding new clients to the portal in connection with the Administrative Assistant.
34.Assist with tracking and entering data into Exym (Electronic Health Records) system and the DMH Web Access system.
35.Keeps an inventory of general office/staff lounge area supplies and proactively anticipates the need to replenish items as needed (Admin Assistant back up).
36.Oversee ordering of office supplies for use within CB Programs (Admin Assistant back up).
37.Conducts administrative typing assignments, as requested by the Director.
38.Maintain a variety of rosters/binders of client information, services and programs.
39.Conducts administrative typing assignments, as requested by Director of Community-Based Services.
40.Available to answer daily questions that arise from Community-Based Services associates regarding various office procedures.
41.Assists in coordinating new intake paperwork and uploading paperwork to the appropriate departments such as Finance, and QI.
42.Assist with scheduling therapy rooms for therapy sessions.
43.Responsible for putting together and updating program Intake Packets and creating charts/files.
CIGNA Healthcare of California- Network Operations Department
Provider Relations Coordinator (CA Dedicated) Team 12/27/88-01/26/18
Liaison between CIGNA Healthcare (HMO) and approximately 20 Medical Groups for all aspects of the Group’s issues. Also, handled all matters and communication between the Medical Groups and internal departments. Assigned, since 1999, to specific employer group’s physicians (Disney) and oversaw/handled all issues pertaining between Cigna and their practice.
Responsible for assisting and facilitating the following but not limited to:
Contracts, claims, demographic data, member’s continuity of care, eligibility, capitation, Grievances and appeals, out of pocket (members refund). Facilitated provider’s request to terminate with CIGNA or with their current Medical Group. Assured that all timelines were met involving DMHC guidelines. Communicated directly with contacts within the Medical Groups to ensure a smooth transition and member moves from one Group to another. In charge of ordering office supplies, including printer cartridges.
Participated in scheduled meetings, regularly. Completed all required internal (CIGNA specific) system training as assigned.
Diligently tracked (as required) all intakes (issues) that were received by my Medical Groups and Internal Department contacts. This system was used to monitor the initial issue and finalize the resolution.
Maintained, updated and made necessary changes to an Excel spreadsheet, listing all CA Medical Groups, Hospitals and Individual Providers, as requests were sent by the External and Internal customers.
Regional Secretary
Provide full administrative support to the Regional Medical Director and Manager for the Eastern Region. Responsible for maintaining and coordinating Regional Medical Director’s and Manager’s schedules, including setting up meetings and travel arrangements.
Also, prepared detailed expense reports, created correspondence as needed. Assisted Contract Managers in completing special projects. Maintained personal files for approximately seven Contract Managers and staff. Administered telephonic assistance for all incoming calls. Assisted in typing of legal contracts as needed for Department Manager and other administrative duties as needed.
Staff Assistant II
Provided administrative support to the Director of Radiology/Laboratory services and the Leader of Clinical Department. Oversaw the creation and dissemination of all correspondence and reports. Translated documents to Spanish. Handled large volume of calls. Planned and coordinated meetings and heavy vendor interaction. Maintain personnel files for Physicians, Managers and Radiology Technologists for 28 Healthcare clinics. In charge of coordinating per diem coverage for the Radiology and Laboratory departments. Ordered and monitored radiology and office supplies, and other administrative duties as needed.
Education
American Business Institute (Business major)
North Hollywood High School (Diploma)
Extensive Trainings within the Maryvale Organization
References Upon Request
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