Duties Description The Central Billing Office (CBO) is seeking to recruit an Office Assistant 2 (Calculations) as administrative and operational support to perform the following responsibilities which directly impact the Homes' financial stability, regulatory compliance, and the ability to provide quality care.
Data Entry & Documentation: The Office Assistant 2 (OA 2) (Calculations) will be responsible for capturing and entering resident insurance details, admission records, and physician-ordered service into the billing system. This includes ensuring proper usage of Current Procedural Terminology (CPT) codes for billing services and ensuring all required documentation is in place prior to billing cycles.
Eligibility & Authorization Verification: The incumbent will be responsible for the verification of residents' insurance coverage, prior authorizations tracking, and ensuring documentation meets payer requirements to prevent denial.
Claim Preparation & Submission: The employee will prepare and submit clean claims for Medicare, Medicaid, private insurers, and other payers, ensuring compliance with Long-Term Care (LTC) specific rules (e.g., Medicare Part A coding, Part B therapy codes, Medicaid state requirements). Clerical staff often perform 'triple check' reviews before submission.
Payment Posting & Reconciliation: The Office Assistant 2 (Calculations) will be recording payments (remittances, Explanation of Benefits (EOBs) into the billing software, matching them to resident accounts, and reconciling with bank deposits to ensure accurate financial records.
Aging & Collections Support: They will be tracking outstanding balances, preparing statements for residents and families, and coordinating with collections staff to follow up on overdue payments.
Denial Management Assistance: The incumbent will be identifying denial reasoning, preparing additional documentation requests (ADRs), and supporting appeals to recover payments, correction of denied claims and rebilling.
Reporting & Compliance: The OA2 (Calculations) will be maintaining accurate billing records, applying rate changes, and ensuring compliance with healthcare regulations and payer guidelines.
Minimum Qualifications Reassignment: Current NYS DOH Veteran's Home at Batavia employee with permanent or contingent permanent status as an Office Assistant 2 Calculations.
Transfers: Current NYS employee with one or more years of permanent, contingent-permanent, or 55 b/c service in a position eligible for transfer under Section 70.1 of Civil Service Law to Office Assistant 2 (Calculations). Eligible titles are available at: https://www.cs.ny.gov/businesssuite/title-transfer-matrix.cfm.
Promotion Provisional Appointment: In the absence of an eligible list with three or more candidates willing to accept a position, a temporary provisional appointment may be considered. For provisional appointment, candidates must meet the following minim qualifications be a current NYS DOH employee with one year as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Qualifying titles are available at: https://www.cs.ny.gov/examannouncements/announcements/38687titles.cfm.
If less than three interested and qualified NYS DOH employees serving in the direct-line, lower-level title(s) within the agency apply to this opportunity, the agency may make a non-competitive appointment under the NY HELPS program.
Open Competitive HELPS qualifications: One year of experience where most work time is spent performing mathematical operations, and/or clerical activities related to mathematical operations.
Preferred Qualifications: The Preferred candidate will have experience working a centralized billing office.
Additional Comments One contingent permanent (or provisional), competitive full-time appointment, or non- competitive full-time appointment via HELPS.
Transfer candidates may be asked for their Social Security Number to verify your transfer eligibility. For more information on transfer types, transfer eligibility criteria, and the current transfer determinants for your title, visit the following website: https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm
Non-Competitive Promotion: If there are three or fewer qualified candidates interested in the appointment to this position, a permanent appointment may be made pursuant to Section 52.7 of the Civil Service Law. To be eligible, candidates must be a current NYS Department of Health employee with one year as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. To view a list of qualifying titles visit: https://www.cs.ny.gov/examannouncements/announcements/00528qualifying.cfm.
When reviewing qualifications, omissions and vagueness cannot be interpreted in the candidate’s favor. Candidates are responsible for providing accurate and clear descriptions of their experience demonstrating how they meet the minimum qualifications.
This position is part of the NYS HELPS program. No examination is required.
We offer a work-life balance and a generous benefits package, worth 65% of salary, including:
- Holiday & Paid Time Off
- Public Service Loan Forgiveness (PSLF)
- Pension from New York State Employees’ Retirement System
- Shift & Geographic pay differentials
- Affordable Health Care options
- Family dental and vision benefits at no additional cost
- NYS Deferred Compensation plan
- Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds
- And many more...
NYS Department of Health does not participate in E-Verify and does not sponsor visa applications.
For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.
The NYS Department of Health is committed to making New York a safer, healthier, and more equitable place to live. Understanding health equity, social determinants of health and health disparities is critical to accomplish our goal of eliminating health disparities. For more information on the NYS Department of Health’s Mission, Vision, Values and Strategic Plan, please visit: https://health.ny.gov/commissioner/index.htm
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