General Purpose of the Job To prepare and review EI, PS & SA Program (notes & attendance) for billing.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
- Upon receipt of IFSP/IEP, enters data, enters clinicians who are providing services.
- Receives authorization letters (EI/Related Service) enters data.
- Tracks delivery of mandated program services/document reads daily notes on a weekly basis
- On a monthly basis, insures that all data is correct; prepares all information for billing. Follow up with clinicians to correct errors or missing information.
- Downloads notes for office records. Sends original notes to Student Records to be filed in student’s charts.
- Sends all preschool and school age related signed copies of notes to student records.
- Maintains separate folders for preschool notes and Medicaid billing data for audit.
- Liaison with MIS department for computer/telephone problems.
- Enters student demographics and mandates in an inactive site, Orion. Information used for database only.
- Enters all related service prescriptions/diagnosis codes in computer.
- Enters change of addresses and all other changes.
- Maintain confidentiality of children/family information, administrative and financial functions.
- Fills out and sends all discharge summaries/discharge of services to Student Records & Main Office.
- Creates and prints attendance forms sends copies to billing department, keeps a copy in computer and sends originals to Student Records.
- Enters new students into data base, makes student folders attaches a new student notice and gives to Main office. Keeps a student folder in office for own records.
- Tracks all evaluations & enters on an excel tracker spreadsheet.
- Problem solves with Clinical Supervisor and creates trackers or other needed forms.
- Sends all evaluation bills to accounting to bill.
- Keeps tracker of evaluations with timeline, name, date, etc.
- Keeps copies of evaluations bill book for EI, PS & SA.
- Meets with Director of Education & person in billing department on a monthly basis to review evaluation or any billing issues. Communicates by email or phone with billing department to solve billing issues.
- Prepares Medicaid notes for School Districts on a monthly basis. Mails or uploads into districts Management system.
- Responsible for ongoing communication with Program Director, Assistant Principal, Ed managers and supervisors and Clinical Coordinators.
- Participates as needed in school events
- Participates in strategic and long-term planning.
- Represents The Children’s Center on agency/building committees.
- Performs other duties as assigned by the Director of Educational Services/designee.
- Liaison with help desk at IEP Direct and Preschool (PS) Portal to assist clinicians with issues entering notes.
- Enters all EI billing claims in the NYEIS System and follows up with and issues.
- Sends Provider Agreement and Statement of Reassignment to School Districts and answers inquiries from those districts to assist them with Medicaid Billing.
- Creates listings in IEP Direct to assist Clinical Supervisor and Accounting Department with tracking of services.
- Responds to County request for Medicaid Documentation by either uploading or mailing the requested documents to assist them with Medicaid Billing.
- Completes quarterly Safety Checks for designated rooms. Help facilitate fire drills and all building safety drills.
- Scan and upload Medicaid consents and prescriptions into the Preschool Portal.
- Performs other duties assigned by Director of Educational Services/Principal or designee.