PROG ANALYSIS COORDINATOR

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.

1. Upon receipt of IFSP/IEP, enters data, enters clinicians who are providing services.
2. Receives authorization letters (EI/Related Service) enters data.
3. Tracks delivery of mandated program services/document reads daily notes on a weekly basis
4. 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.
5. Downloads notes for office records. Sends original notes to Student Records to be filed in student’s charts.
6. Sends all preschool and school age related signed copies of notes to student records.
7. Maintains separate folders for preschool notes and Medicaid billing data for audit.
8. Liaison with MIS department for computer/telephone problems.
9. Enters student demographics and mandates in an inactive site, Orion. Information used for database only.
10. Enters all related service prescriptions/diagnosis codes in computer.
11. Enters change of addresses and all other changes.
12. Maintain confidentiality of children/family information, administrative and financial functions.
13. Fills out and sends all discharge summaries/discharge of services to Student Records & Main Office.
14. Creates and prints attendance forms sends copies to billing department, keeps a copy in computer and sends originals to Student Records.
15. 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.
16. Tracks all evaluations & enters on an excel tracker spreadsheet.
17. Problem solves with Clinical Supervisor and creates trackers or other needed forms.
18. Sends all evaluation bills to accounting to bill.
19. Keeps tracker of evaluations with timeline, name, date, etc.
20. Keeps copies of evaluations bill book for EI, PS & SA.
21. 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.
22. Prepares Medicaid notes for School Districts on a monthly basis. Mails or uploads into districts Management system.
23. Responsible for ongoing communication with Program Director, Assistant Principal, Ed managers and supervisors and Clinical Coordinators.
24. Participates as needed in school events
25. Participates in strategic and long-term planning.
26. Represents The Children’s Center on agency/building committees.
27. Performs other duties as assigned by the Director of Educational Services/designee.
28. Liaison with help desk at IEP Direct and Preschool (PS) Portal to assist clinicians with issues entering notes.
29. Enters all EI billing claims in the NYEIS System and follows up with and issues.
30. Sends Provider Agreement and Statement of Reassignment to School Districts and answers inquiries from those districts to assist them with Medicaid Billing.
31. Creates listings in IEP Direct to assist Clinical Supervisor and Accounting Department with tracking of services.
32. Responds to County request for Medicaid Documentation by either uploading or mailing the requested documents to assist them with Medicaid Billing.
33. Completes quarterly Safety Checks for designated rooms. Help facilitate fire drills and all building safety drills.
34. Scan and upload Medicaid consents and prescriptions into the Preschool Portal.
35. Performs other duties assigned by Director of Educational Services/Principal or designee.

Education and/or Experience

High school diploma or general education degree (GED) and one to three months related experience and/or training. An Associate’s degree is a plus.

Computer Skills

To perform this job successfully, an individual should have basic to intermediate knowledge of Microsoft Office software (Word, Outlook, Excel).

Other Skills and Abilities

Possess verbal and written communication skills necessary for effective communication. Experience in business and/or office environment, helpful. Possess interpersonal skills