Billing Specialist and Administrative Assistant

The J•Maryland Heights, MO

8d•$22 - $22

About The Position

The Billing Specialist and Administrative Assistant supports the Adult Day Center by managing billing for Medicaid, the Department of Mental Health (DMH), Veterans Affairs (VA), private pay, and other applicable funding sources. The role prepares and submits accurate claims and invoices, verifies participant and service information, monitors payments and outstanding balances, resolves billing discrepancies, and maintains complete financial and participant records. The position works closely with the Accounting Department, program director, staff, participants, families, and funding agencies to support timely reimbursement and responsive customer service. It also provides administrative support to the program as needed.

Requirements

High school diploma or GED.
Prior accounts receivable or billing experience.
Understanding of billing processes, payment reconciliation, accounts receivable aging, and financial recordkeeping.
Strong attention to detail and ability to maintain accurate records, identify discrepancies, and meet recurring billing deadlines.
Strong customer service and written and verbal communication skills, including the ability to discuss account balances professionally and respectfully.
Ability to organize work, manage changing priorities, work independently, and coordinate with program and Accounting Department staff.
Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
Ability to learn and use billing systems, electronic payer portals, and participant record software.
Ability to maintain confidentiality and appropriately handle sensitive financial and participant information.
Ability to use standard office equipment, including a multiline telephone, copier, scanner, and printer.
Ability to read, understand, and follow written instructions and payer billing guidelines.
Ability to work seated at a desk, move throughout the facility, and bend and lift objects weighing up to 20 pounds, with reasonable accommodation as applicable.
Registration on the Missouri Family Care Safety Registry is required and must be maintained for continued employment.

Nice To Haves

College coursework or a degree in accounting, business administration, healthcare administration, or a related field.
Experience billing Medicaid, DMH, VA, or similar government-funded programs.
Experience managing private pay accounts, resolving billing discrepancies, and following up on outstanding balances.

Responsibilities

Prepare, review, and submit accurate and timely claims and invoices to Medicaid, DMH, VA, and private pay accounts in accordance with payer requirements and Accounting Department procedures.
Coordinate billing for other applicable program funding sources and services, including insurance, CACFP, MEAAA, scholarships, and rentals.
Verify participant billing information, payer eligibility, service authorizations, approved attendance schedules, and applicable rates before submitting billing.
Reconcile participant attendance and service records with claims and invoices.
Monitor authorization dates and service limits and coordinate with program staff and funding agencies about missing or expiring authorizations.
Track submitted claims, payments, adjustments, denials, and outstanding balances; coordinate payment posting and account reconciliation with the Accounting Department.
Research and resolve rejected or denied claims, underpayments, and other billing discrepancies; submit corrections and supporting documentation.
Review accounts receivable aging reports and follow up on unpaid claims and overdue accounts.
Manage private pay accounts, including setup, invoices, statements, payment tracking, billing inquiries, and past-due follow-up.
Coordinate payment arrangements and account adjustments with authorized staff in accordance with organizational policies.
Prepare deposits and supporting documentation following Accounting Department procedures.
Prepare monthly billing, collections, and outstanding balance reports for the program director and Accounting Department.
Maintain organized billing records and supporting documentation for reconciliations, audits, and funder reviews, while protecting confidential participant and financial information.
Create and maintain accurate paper and electronic participant files and update account information following changes in enrollment, payer source, service authorization, or discharge.
Track and reconcile daily attendance in accordance with program and funder requirements; work with the Transportation Coordinator and program staff to verify attendance, absences, and make-up days for billing.
Record admissions and discharges, prepare required monthly reports, complete final billing and record processing upon discharge, and maintain attendance reports according to retention procedures.
Serve as the primary contact for participant and family billing questions and explain charges, payments, and account balances clearly and professionally.
Communicate with funding agencies, participants, families, and staff to resolve account questions and obtain missing documentation.
Answer incoming calls, respond to messages, greet visitors, and direct inquiries to appropriate staff.
Prepare billing correspondence and other program communications as needed.
Assist with purchase orders, office supply orders, receipts, and expense reports in accordance with organizational procedures.
Provide administrative support to the program director and staff, including distributing mail and assisting with program reports.
Perform other duties as assigned.