Billing Specialist II

About HeartShare

For over 150 years, HeartShare has been dedicated to championing and empowering New Yorkers society has too often overlooked and underestimated. HeartShare Human Services of New York nurtures and empowers children and adults with intellectual and developmental disabilities.

About the Role

The Billing Specialist II manages the billing process for a range of agency programs, including the accurate and timely submission of Medicaid claims, reconciliation of attendance and billing records, research and resolution of claim denials and billing exceptions, reconciliation of cash receipts, and maintenance of Fiscal Department records. The position works within established billing procedures and regulatory requirements and coordinates regularly with program staff, the Banking Team, and other internal departments to maintain billing accuracy and compliance.

Responsibilities

• Reviews attendance records and submits weekly or monthly Medicaid billing for assigned programs, including:
  • Day Habilitation (Day Hab)
  • Supervised Individualized Residential Alternatives (IRA)
  • Community Living Program (CLP)
  • Children's Residential Program (CRP)
  • Respite
  • Community Habilitation (Comm Hab)
• Reconciles attendance reports against billing reports to identify billing discrepancies and resolves variances as needed.
• Collaborates with program staff to research and resolve denied claims, pending claims, unbillable units, and billing exceptions.
• Reconciles cash receipts with the Banking Team and verifies the accurate recording of payments.
• Retrieves weekly Medicaid payment information and verifies receipt of funds.
• Reviews and prepares check and cash deposits received by the Billing department.
• Prepares invoices for private payors, ensuring timely and accurate billing.
• Verifies semi-annual clothing allowance rosters for accuracy and supports reimbursement processing.
• Maintains and monitors Fiscal Department records in accordance with the organization's record retention policy.
• Maintains the confidentiality and security of protected health information and financial records in accordance with HIPAA, Medicaid, and agency policies.
• Performs other job-related duties as assigned, consistent with the scope, responsibilities, and level of the position, and in compliance with applicable laws, regulations, and organizational policies.

Qualifications

• High school diploma or GED required; associate's degree in accounting, finance, or a related field preferred.
• Two to five years of experience as a Billing Clerk, Billing Specialist, or in a comparable financial role.
• Working knowledge of billing and accounting principles.
• Proficiency with the Microsoft Office Suite, particularly Excel and SharePoint.
• Working knowledge of billing and Medicaid systems, or the demonstrated ability to learn them, including:
  • MillinPro
  • PrecisionCare
  • eMedNY
  • CHOICES
• Strong organizational skills and a high level of attention to detail.
• Effective written and verbal communication and interpersonal skills.
• Ability to handle sensitive and confidential information appropriately.
• Ability to work independently and as a contributing member of a team.

Work Environment and Schedule

• Standard 35-hour work week, Monday through Friday.
• Hybrid schedule following the 90-day introductory period: alternating weeks of two days in office with three days remote, and three days in office with two days remote.
• Professional office environment with a balance of independent work and cross-functional collaboration.
• Regular coordination with program staff, the Banking Team, and other Fiscal Department personnel.
• Periods of increased volume around billing cycles and reporting deadlines.

Physical Demands

• Constantly required to exchange accurate information in person, by telephone, and in writing.
• Constantly operates a computer, billing systems, and other standard office equipment.
• Frequently required to remain in a stationary seated position for extended periods.
• Occasionally moves about inside an office to access files, equipment, and colleagues.
• Occasionally lifts or moves office materials weighing up to 10 pounds.
• Occasionally travels to other agency sites as business needs require.

Benefits

• Paid vacation, sick, personal days, and holidays.
• 403(B) retirement plans with employer contribution.
• Health, dental, vision, and life insurance.
• Employee Assistance Program (EAP).
• Flexible spending account (Dependent Care, Medical, Parking, and Transit).
• Employee Appreciation Programs and Events.
• Tuition Assistance Program.
• Professional Development opportunities.
• Wellhub Discount.
• Verizon Wireless Discount.
• BJ’s Membership discount.
• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates, and more.