Client Housing and Data Specialist

Description

Summary:

Under the supervision of the Director of Finance, the Client Housing and Data Specialist manages housing recertifications, client demographic and status updates, client budget and subsidy reconciliations, and required reporting to government agencies and external partners. The position maintains accurate information across agency and state systems, supports managed care enrollment and electronic health record processes, and provides administrative and operational support to the Business Office.

The essential functions below support accurate client financial records, timely housing assistance, regulatory compliance, and reliable data exchange across agency and external systems.

Responsibilities/Essential Functions:

Reconcile monthly client budgets, report balances to the Social Security Administration, and prepare Representative Payee Reports documenting the use of Social Security funds.

Process annual and interim HUD client recertifications, including background checks, income verification, and other required procedures.

Coordinate annual recertifications with the Rockford Housing Authority (RHA) and Winnebago County Housing Authority (WCHA), formerly NiReach. Complete the applicable portions of RHA recertification packets, notify case managers of required client documentation, distribute WCHA recertification materials to case managers, and submit completed documents to the appropriate housing authority.

Reconcile monthly and quarterly subsidy payments received from RHA and WCHA, verify payment accuracy, and resolve discrepancies as needed.

Process client move-ins and move-outs for all agency-owned facilities.

Process client information changes submitted by staff in the agency’s electronic health record system.

Complete biannual client registrations and interim updates in the Illinois Mental Health Collaborative System when a client’s principal diagnosis, address, or discharge status changes. Export the required information from the electronic health record and upload it to the designated Illinois Mental Health Collaborative portal.

Download the monthly PointClickCare (PCC) report from the agency’s electronic health record system, review and format the file as needed, and upload it to the PCC portal to document psychiatric admissions, transfers, and discharges.

Review residential client mail received at the main office each day, update client financial settings based on reported changes, and forward relevant mail to the Revenue Cycle Manager and Program Manager.

Assist the Director of Finance with maintaining the agency’s managed care organization (MCO) enrollments, including preparing and submitting the Universal Provider Staff Roster as required.

Reconcile pharmacy charges against client accounts and Medicaid benefits.

Provide support and maintenance for the agency’s electronic health record system.

Perform other duties as assigned.

Adhere to Stepping Stones' policies and procedures.

Prepare correspondence and interoffice documents, update data and spreadsheets, and transfer information between records.

Operate office machines, including a book binder, laminator, stamp machine, fax machine, scanner, and copier.

Protect client rights in accordance with the Mental Health Code, Confidentiality Act, HIPAA, and Rule 50 of the Office of Inspector General, and comply with the Stepping Stones Code of Ethics and Professional Practice.

Contacts:

The Client Housing and Data Specialist works with IDPA, DCFS, DHS, MCOs, HUD, Cantata, SSA, and Genoa Pharmacy to exchange information, complete reporting, coordinate benefits and housing activities, and resolve account or data issues. Internal contacts include the Business Accounts Manager, Office Support Clerk, Director of Finance, Business Consultant, CEO, Director of Services, Associate Director of Services, Human Resources Manager, Office Manager, Program Managers, Rehabilitation Supervisors, and other administrative and support staff.

Requirements

Qualification Requirements:

Successful candidates must demonstrate strong organizational skills, attention to detail, flexibility, the ability to manage competing priorities, and the ability to collaborate effectively. Proficiency in Microsoft Windows and Excel is required. Experience with not-for-profit accounting and billing procedures is preferred.

Education:

A high school diploma or equivalent is required. 

Physical Requirements:

While performing the duties of this job, the employee is frequently required to sit, squat, bend, carry items with both hands, walk, stamp and file documents, write, type on a keyboard, and use a phone. The employee is occasionally required to lift up to 25 pounds, stand for periods of approximately two hours, and walk up and down stairs. The employee must be able to hear speech at a normal conversational level and communicate by phone and in person. This job is classified as light work based on its overall physical demands. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   

Work Conditions:

The Business Office is generally quiet, with occasional interruptions. The Client Housing and Data Specialist works from 8 a.m. to 5 p.m. for a total of 40 hours per week. Although the position does not provide direct client services, incidental client contact may occur because the Business Office is near client areas.