Job Description

Career Opportunities with Neighborhood House Association

About NHA:

The Neighborhood House Association is a non-profit organization. Head Start positions are funded in whole or in part by money provided through the State and Federal Government. Additionally, some Social Service Program positions may be funded in whole or in part through grant funds. Because positions and salaries may be funded through grants, and State and Federal funds ongoing employment will be contingent upon the continued receipt of these funds.

Our EEO Policy:

Neighborhood House Association is an equal opportunity employer (Minorities/Females/Disabled/Veterans). We recruit, employ, train, compensate, and promote without regard to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, disability, veteran status, or any other basis protected by applicable federal, state or local law. To read more about this, view the EEO is the Law poster and this EEO is the Law Poster Supplement.

Benefits:

Eligible employees receive the following benefits:

• 15 Holidays Days
• 401(K) Retirement 6% Match
• Paid Vacation and Sick Leave
• Tuition Reimbursement up $2,500
• 2 Personal Days
• Group Medical, Dental and Vision Insurance Agency-Paid Life Insurance and Long-Term Disability Insurance
• Live Well Program
• 4 Paid Days Annual Bereavement (Note Total of 5 days of bereavement leave per loss)
• Health and Dependent Care Flexible Spending Account (FSAs)
• Voluntary Benefits: Life and AD&D Accident, Short-Term Disability, and Critical Illness Insurance
• Free Employee Assistance Program (EAP)

**Medical and dental benefits are provided to regular employees who work a minimum of 30 hours per week.**

POSITION PURPOSE:
Under the supervision of the Program Director, the Billing Supervisor (BS) is responsible for overseeing and coordinating billing operations to support accurate and timely reimbursement for the program. Supervise BS and II and Office Assistant I and II. This position reviews and monitors electronic health record (EHR) billing data for accuracy, completeness, and compliance with County, State, and Medi-Cal requirements; identifies and resolves documentation and billing discrepancies; and serves as a liaison with the County Mental Health Billing Unit regarding claims, eligibility, and billing corrections. The Billing Supervisor provides technical guidance and training to staff, assists with reporting and workflow coordination, and supervises the day-to-day activities of billing support staff to ensure efficient program operations and compliance with applicable billing standards and regulations.

EXAMPLES OF ESSENTIAL DUTIES:
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this position.
• Generates and reviews routine EHR billing, service, and error reports to identify documentation, service entry, and charge errors
• Supervises Billing Specialist and Office Assistant day to day and completes timecards in a timely manner
• Assist with medical insurance enrollment, assist with Intake as needed.
• Oversees Fee-for-Service (FFS) billing operations to ensure accuracy, timeliness, and compliance with County and Medi-Cal requirements.
• Provides training and ongoing support to staff on SmartCare and other billing systems to ensure proper documentation and billing practices.
• Ensures program readiness for Medi-Cal certification, including preparation, coordination, and adherence to all regulatory and compliance standards.
• Reviews EHR data for accuracy, completeness, and compliance to support Medi-Cal reimbursable services
• Communicates with providers, supervisors, and program staff to resolve documentation and billing discrepancies in a timely manner
• Tracks, documents, and follows up on corrections to ensure accurate service records and compliance prior to billing submission
• Serves as liaison with the County Mental Health (MH) Billing Unit regarding billing corrections, eligibility concerns, submission of EOBs, and claim follow-up
• Assists in preparing monthly program, billing, productivity, and mileage reimbursement reports
• Provides technical guidance, training, and support to staff regarding EHR documentation and billing procedures to promote accurate and timely claim submission
• Supervises, assigns, reviews, and monitors the work of billing staff to ensure compliance with County, State, and Medi-Cal billing requirements
• Assists with staff onboarding, training, workflow coordination, and performance monitoring related to billing operations and documentation standards
• Collaborates with program leadership to improve billing processes, resolve operational issues, and support efficient program operations
• Completes all other duties as assigned by Program Director, Supervising Director and General Manager of Social Services.

DESIRED MINIMUM QUALIFICATIONS:
Knowledge and Ability of:

• Knowledge of medical and behavioral health billing practices, procedures, and reimbursement principles
• Understanding of Medi-Cal billing processes and workflows within County-operated or County-contracted behavioral health systems
• Knowledge of insurance eligibility verification, claims processing, and coordination of benefits involving Medicare and Other Health Coverage (OHC)
• Ability to generate, review, reconcile, and analyze EHR billing, service, and error reports to identify and resolve discrepancies
• Knowledge of clinical documentation standards and billing requirements necessary to support Medi-Cal reimbursable services
• Familiarity with HIPAA regulations, confidentiality requirements, and compliance standards related to protected health information
• Experience working with culturally diverse populations and understanding the cultural, socioeconomic, and systemic factors affecting adults experiencing serious mental illness, homelessness, co-occurring disorders, and criminogenic risk factors
• Ability to exercise sound judgment and make decisions within established policies, procedures, and guidelines
• Ability to communicate effectively both verbally and in writing with providers, staff, external agencies, and stakeholders
• Proficiency in the use of computers and software applications including word processing, spreadsheets, databases, and electronic health record (EHR) systems

Language Skills:
Ability to effectively present information and respond to questions primarily in English from managers, providers, County billing staff, clients, and the general public; demonstrated skills in clear, professional written and oral communication related to billing, documentation, and data correction issues. Bilingual proficiency in English and Spanish preferred.

Mathematical Skills:
Ability to add, subtract, multiply, and divide using whole numbers, common fractions, and decimals; ability to review units, dates of service, and billing data for accuracy and consistency.

Reasoning Ability:
Ability to define problems, collect and review EHR and billing data, establish facts, and draw valid conclusions; ability to interpret technical billing instructions, compliance requirements, and documentation standards and apply them to service correction and billing support activities.

Experience and Training:
High school diploma or G.E.D. required. A Bachelor’s degree in Business Administration, Accounting, Public Health, Social Services, or a related field is preferred. Minimum of three (3) years of billing, clerical, or administrative experience in a healthcare, behavioral health, or social services setting is required, preferably within a County or County-contracted program. Experience supporting Medi-Cal billing processes and familiarity with County billing systems is strongly preferred. Experience using SmartCare or similar behavioral health electronic health record (EHR) and billing systems is highly desirable. Billing or financial certification and/or formal training is a plus. Bilingual proficiency is preferred. An equivalent combination of education, training, and experience may be considered.

LICENSES, CERTIFICATES & SPECIAL REQUIREMENTS:
A Valid Driver’s License with current California automobile insurance; A Valid Cardiopulmonary Resuscitation (CPR) Certification; A valid Tuberculosis (TB) test upon hire and updated every two (2) to four (4) years depending on the County Contract requirements;

PHYSICAL AND MENTAL DEMANDS:
The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Physical Demands:
While performing the duties of this class, an employee is regularly required to sit, stand and walk; talk or hear, both in person and by telephone; use hands to operate, finger, handle or feel office equipment; reach with hands and arms; and lift up to 30 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Mental Demands:
While performing the duties of this position, employees are regularly required to communicate effectively both verbally and in writing; read, interpret, and apply information and documents; exercise problem-solving and organizational skills; learn and apply new procedures and information; and manage multiple detailed tasks simultaneously. The position requires the ability to work in a fast-paced environment with frequent interruptions, changing priorities, and deadlines while maintaining professionalism, patience, and a supportive approach when interacting with management, staff, vendors, program participants, including individuals with Serious Mental Illness (SMI), and members of the public who may at times be anxious, upset, or impatient.

WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Employees work under typical office conditions, and the noise level is usually quiet.