Administrative Assistant

2 days ago

Brooklyn, New York, United States Institute for Community Living , Inc. Full time
Job Summary

Under the supervision of the Program Administrative Supervisor, the Program Assistant/Biller provides administrative and clerical support to the program staff and serves as a liaison between agency departments and programs. The Program Assistant is responsible for managing client records, operating and coordinating the management information system, maintaining accounting and budget records for recipient and program expenditures, and performing reception activities such as triaging calls and coordinating communication between the program and recipients.

Key Responsibilities
  • Manage overall office operations, ensuring a well-organized and efficient work environment.
  • Monitor and maintain inventory of program and office supplies, preparing purchase orders as needed.
  • Develop and implement program monitoring systems, such as client chart tracking systems, to ensure timely completion of chart forms.
  • Provide reception services, receiving phone calls and visitors with courtesy and professionalism.
  • Clean and maintain equipment, resolving routine problems and developing work methods as needed.
  • Maintain inventory and requisition office supplies.
  • Prepare and distribute meeting notes, correspondence, and reports.
  • Design and maintain electronic and hard-copy files of correspondence/documents.
  • Interact with consumers in a respectful and professional manner.
Billing Responsibilities
  • Review and update Medicaid information in CORE for monthly billing.
  • Confirm that appropriate billing documentation has been obtained.
  • Secure medical documentation required by program for billing.
  • Run assigned daily billing reports to determine account needs and update files with current billing information.
  • Maintain knowledge of Medicaid and Medicare guidelines and apply that knowledge to billing as required by individual programs.
  • Work collaboratively with clinical staff and other staff to ensure correct diagnosis/procedures are reported to Medicaid/Medicare and third-party insurance carriers.
  • Monitor electronic transmission of claims to avoid delay in processing.
  • Identify, monitor, and correct errors made on electronic and paper claims.
Requirements
  • High School Diploma or GED plus at least two years of clerical or secretarial experience.
  • Ability to use computer work processing equipment and programs (Microsoft Word) and type letters, reports, forms, and other documents.
  • Knowledge of Medicare, Medicaid, and Managed Care guidelines.
  • Ability to establish effective working relationships with a variety of people at all levels of the organization.

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