Office Assistant 2 (Calculations) (NY HELPS) (NYS Veterans' Home - Central Billing Office) - 41077

About the role

The Central Billing Office (CBO) is seeking an Office Assistant 2 (Calculations) to provide administrative and operational support that directly impacts the Homes' financial stability, regulatory compliance, and the ability to provide quality care.

Responsibilities

• Data Entry & Documentation: Capture and enter resident insurance details, admission records, and physician-ordered services into the billing system. Ensure proper usage of Current Procedural Terminology (CPT) codes for billing services and verify all required documentation is in place prior to billing cycles.
• Eligibility & Authorization Verification: Verify residents' insurance coverage, track prior authorizations, and ensure documentation meets payer requirements to prevent denials.
• Claim Preparation & Submission: 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). Perform 'triple check' reviews before submission.
• Payment Posting & Reconciliation: Record payments (remittances, Explanation of Benefits (EOBs)) into the billing software, match them to resident accounts, and reconcile with bank deposits to ensure accurate financial records.
• Aging & Collections Support: Track outstanding balances, prepare statements for residents and families, and coordinate with collections staff to follow up on overdue payments.
• Denial Management Assistance: Identify denial reasons, prepare additional documentation requests (ADRs), and support appeals to recover payments, correct denied claims, and rebill.
• Reporting & Compliance: Maintain accurate billing records, apply rate changes, and ensure compliance with healthcare regulations and payer guidelines.

Qualifications

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, a temporary provisional appointment may be considered. Candidates must 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.
• Non-Competitive Appointment (HELPS): If fewer than three qualified NYS DOH employees apply, the agency may make a non-competitive appointment. Open competitive HELPS qualifications require one year of experience where most work time is spent performing mathematical operations and/or clerical activities related to mathematical operations.

Preferred Qualifications

Experience working in a centralized billing office.

Benefits

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...

Pay

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.