Program Assistant - Pediatrics Early Steps

Main Campus (Gainesville, FL)
Apr 08, 2021
Administrative Jobs
Technology, Analysts & Programming
Employment Type
Full Time
Institution Type
Four-Year Institution

Job no: 516268
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Library/Physical/Social Science, Veteran's Preference Eligible
Department:29090700 - MD-PEDS-DEI

Classification Title:

Program Assistant

Job Description:

The College of Medicine, Department of Pediatrics has diverse academic missions including research, patient care, clinical service contracts and the medical education of residents, fellows, medical students and healthcare professionals, Graduate Assistants and Postdoctoral Associates in the research arena. Early Steps is a support program division in the department. It is Florida’s early intervention system that offers services to infants and toddlers with significant delays or a condition likely to result in a developmental delay. Early Intervention is provided to support families and caregivers in developing the competence and confidence to help their child learn and develop.

The primary role of the position is to enter provider claims data into the Early Steps database and assisting the referral team as needed in processing of clients eligible for the North Central Early Steps program. Duties to include:

Data Entry, Internal Provider Claims

  • Prepares and enters SARs for entry into the Epic billing and Early Steps Data Systems
  • Verifies patient financial status to identify those enrolled in Florida Medicaid Managed Health Care system and Children’s Medical Services (CMS) for entry into Epic system
  • Assists with a follow up to any charge entry or claims matching issues until resolution is reached
  • Follows the process set up by the National Center for Educational Statistics (NCES) program management team and Information Technology (IT) to implement most efficient and effective method of data entry
  • Receive, scan, and organize SARs sheets by date
  • Keep Program Director up-to-date regarding SARs sheets not received on a weekly basis
  • Identify any problems with SARs entries; work with Service Coordinators to ensure accurate information

Epic Billing

  • Review SARs forms to ensure accuracy of International Classification of Diseases (ICD)-9 and ICD-10 Current Procedural Terminology (CPT) codes to confirm accuracy and enter all Medicaid billable SARs entries into Epic
  • Check patient Medicaid information when needed to provide current information for billing
  • Provide backup for any registrations and/or guarantor accounts not set up
  • Work with Intake Coordinator and assistant to solve any issues with new patient accounts
  • Keep Early Steps EPIC Work Queues (WQ) 2399 and 2173 empty by checking on any errors, deleting duplicate entries, etc.
  • Submit and keep up with help tickets for any duplicate accounts or other errors encountered
  • Communicate with the Billing and Accounts Receivable (BAR) team as necessary for billing resolutions
  • Monitor and assist with any denied Medicaid claims
  • As needed, support the review of targeted case management notes to ensure appropriate billable services and corresponding ICD-9 and CPT codes are used
  • Key charge data into appropriate database. Responsible for clean claim submission to include working any edits that may be encountered. Enter outpatient charges completely and accurately into the system
  • Assist in tracking down and ensuring that contracted providers have utilized other public and private funding sources prior to contracted dollars
  • Review reports from Faculty Group Practice (FGP) reflecting payments for charges and use this information to determine if coding is appropriate
  • Stay current with annual coding updates by attending periodic meetings, seminars and classes and review publications to improve coding skills. Remain current on coding changes and to become a master in these specialized areas of coding.

Early Steps Data System Billing

  • Enter all SARs entries into Early Steps Data System or other State interface for recordkeeping purposes
  • Keep track of all errors encountered and submit Customer Service (CS) tickets; work with Director, keeping him/her up to date and pursuing the resolution of recurring ESDS issues
  • Run monthly reports in both care coordination and business objects for internal and external provider claims to ensure that proper payer source and documentation was submitted.
  • Run monthly client reports to check on Medicaid status of each client and update in CMS-K.I.D.S. third party administrator Family-guided Approaches to Collaborative Early-intervention Training and Services (FACETS).

Florida Medicaid

  • Note any changes in Medicaid patients’ coverage (Managed Medical Assistance (MMA) switches, etc.) using monthly report
  • Update all changes to Medicaid coverage in FACETS
  • Keep track of termed dates, checking for reinstatement on a monthly basis

Program Fiscal Activities

  • Travel and Expenses: Collect and process expense reports and note approvals and payments; keep updated in share drive folders
  • Accounts Payables & External Claims Payments Backup: Processing invoices in the myPayment Solutions and serves as backup to Coding Reimbursement Analyst for external provider claims processing
  • Purchasing Card (p-card) Holder & Reconciler: Process supply purchases and reconcile p-card charges

Expected Salary:

$15.00 - $18.00 per hour; commensurate within this range based on qualifications and experience.

Minimum Requirements:

Bachelor's degree; or an equivalent combination of education and experience.

Preferred Qualifications:

Knowledge of Individuals with Disabilities Education Act (IDEA), Part C Early Intervention

Working knowledge of child development, family dynamics, developmental disabilities, and factors which place infants/ toddlers at risk for developmental delays

Communication and interpersonal skills which are effective, respectful, and sensitive with respect to a diverse and multicultural population of children, clients and co-workers

Strong computer skills - comfortable in using Microsoft Suite: Outlook, Excel, Word and PowerPoint and databases

Ability to function under pressure in a fast-paced human services environment.

Must be capable of dealing with periodic cyclical workload pressures and levels of responsibility

Special Instructions to Applicants:

To be considered for this position, please upload your cover letter or letter of interest, resume, and a list of professional references. Normal work schedule will be 40 hours per week, Monday to Friday – 8:00 a.m. to 5:00 p.m. The University of Florida is committed to non-discrimination with respect to race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

This is a time-limited position.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:


Advertised: 06 Apr 2021 Eastern Daylight Time
Applications close: 13 Apr 2021 Eastern Daylight Time

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